| Job Description: |
Administrative functions for the Assistant Vice President for Research, including, but not limited to:
•Maintains the complex calendar for the Assistant Vice President by planning and scheduling meetings,
conferences, teleconferences, and travel. Responsible for arranging/setting up meeting rooms, catering, and
clean-up following meetings.
•Responsible for receiving and reviewing all incoming written communications addressed to the Assistant Vice
President. Assists with preparing correspondence and responses, many of which involve confidential, complex, and
sensitive issues. Screens telephone calls and answers questions that involve the interpretation of policies and
procedures, and provides routine information to callers. Determines when it is appropriate to refer callers to another
party for a response to their inquiry.
•Assists in the preparation of reports and proposals as requested. Completes assigned projects either directly or
through delegation and is responsible for following up on results.
•Creates and maintains administrative filing systems and workflow, and maintains confidence and protects
operations by keeping information confidential, including private health information, intellectual property, and
confidentiality agreements.
•Responsible for scheduling and coordinating all travel arrangements, registrations, reimbursements, and any
necessary travel authorizations for the Assistant Vice President.
Expense Tracking
•Ensures coordination with the department fiscal team to ensure UF and department policies and procedures for
travel and expense are followed.
•Provides back-up documentation to the administration office for catering and P-card purchases.
•Gathers back-up documentation for travel expense reimbursement for submission to the administrative office.
•Ensures compliance with university travel policies and procedures.
•Tracks reimbursement requests.
Assists with the planning and execution of programs critical to the clinical research and education
missions of the Assistant Vice President for Research, including, but not limited to:
•Responsible for the coordination of visitation by colleagues as well as patients and their families, answers and
directs inquiries. Includes:
o Schedules flights, hotels, local transportation, and meals.
o Schedules meetings with Neurosurgery, College of Medicine, CTSI, and UFHCC Leadership.
o Coordinates/facilitates facility tours.
o Prepares and disseminates agendas.
•Coordinates social/educational activities, including research seminars, faculty meetings, and social events.
Includes:
o Event budget development
o Secures meeting space and lodging
o Develops event material and advertises for the event via signage, social media, etc.
o Processes expense reimbursements and final financial reporting in accordance with UF Finance and Department
regulations
o Interacts with the Development Office of the medical center to plan and coordinate fundraising events in support of
the Brain Tumor Center.
Coordinate social/educational activities
•Develops and maintains the social media network (Facebook, Twitter, LinkedIn, etc.) for the Assistant Vice
President for Research. Develops content and updates social media postings.
•Acts as liaison with UF Health marketing on maintaining up-to-date marketing materials for the Wells Brain Tumor Center and CTSI social media and associated websites.
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