The Department of Medicine, Division of Nephrology Quantitative Health is seeking a full time Administrative Specialist I. This position will support the lab’s core operations. The Administrative Specialist plays a central role in coordinating fiscal and human resources activities, including purchasing, payroll distributions, HR documentation, and hiring processes. It also provides administrative support for communications, scheduling, and lab documentation. Additional responsibilities include assisting with course materials, maintaining website content, and supporting the preparation of grant-related documents. The Administrative Specialist will work closely with the project manager to ensure comprehensive lab support, with the project manager overseeing lab operations and the specialist focused on administrative coordination. The position may also coordinate tasks with OPS or student assistants and serve as a key point of contact for daily administrative functions. The position reports to Dr. Pinaki Sarder, Principal Investigator.
Fiscal and Human Resources Administration –
- Responsible for lab fiscal transactions and working with division and department accounts payable staff to ensure compliance with department and UF directives.
- Assist with HR processes for lab. Draft job descriptions and department forms required for staff, postdocs, students, and OPS appointments.
- Maintain documentation for time tracking.
- Assist with performance appraisal tracking, effort reporting, and maintaining HR files.
Editorial and Communications Support –
- Draft letters of support, internship letters, and other administrative correspondence for the PI and lab.
- Assist with the creation of presentation materials and format documents for internal and external use.
- Maintain lab communications, including updates to websites and social media content.
- Support internal lab documentation and shared resources.
Administrative Coordination –
- Manage general lab administrative tasks such as calendar coordination, meeting logistics, and document management
- Coordinate internal communications and assist in maintaining organized digital and physical files.
- Provide scheduling and travel support to the PI and visiting collaborators.
- Serve as a point of contact for administrative inquiries.
Educational and Course Support –
- Support development and formatting of instructional materials, including syllabi and course handouts.
- Assist in uploading course content and managing communications on Canvas or related platforms.
- Coordinate with instructional staff or TAs as needed.
Research Document and Regulatory Support –
- Aid with research-related documentation such as biosketches and support letters.
- Help track regulatory items (e.g., IRBs, DUAs, MTAs) as needed in coordination with the clinical research coordinator and project manager.
- Maintain organized records for sponsor documentation and reports.