What are the responsibilities and job description for the Senior Administrative Specialist - Sunshine Genetics (Medicine) position at Inside Higher Ed?
Job Title: Senior Administrative Specialist - Sunshine Genetics (Medicine)
Location: Tallahassee, FL
Regular/Temporary: Regular
Full/Part Time: Full-Time
Job ID: 62266
Department
The Florida Institute for Pediatric Rare Diseases (IPRD) is a ground-breaking program of the FSU Health initiative. Our mission is to transform the lives of children affected by rare diseases through research, education, diagnosis, and clinical care.
Responsibilities
The Senior Administrative Specialist provides advanced administrative, financial, and compliance support for the IPRD Sunshine Genetics team. This position ensures the efficient coordination of daily operations and delivers comprehensive executive-level support to the Senior Associate Director for Precision Medicine at the Florida Institute for Pediatric Rare Diseases. The role requires independent judgment, discretion, and a high level of organizational and operational expertise within a complex academic, clinic, and research environment.
Provides senior-level administrative and operational oversight for the Precision Medicine Team within the Florida Institute for Pediatric Rare Diseases. Leads documentation management, strategic initiative tracking, and program deliverable monitoring to ensure alignment with institutional, clinical, and research priorities. Coordinates complex scheduling and planning for executive leadership engagements, interdisciplinary strategy sessions, and clinical operations meetings. Manages high-profile visit logistics—including distinguished guests, institutional collaborators, and faculty recruitment candidates—ensuring seamless integration across clinical, research, and administrative units. Exercises independent judgment in resolving operational issues with broad impact on program goals.
Serves as the institute’s primary administrative liaison to high-level stakeholders—including state-appointed consortium members, executive leadership across Florida’s universities, and external scientific partners—requiring advanced judgment, diplomacy, and knowledge of governance structures. Interprets governance requirements and operating procedures; analyzes stakeholder needs; and recommends administrative strategies that support program development, risk mitigation, and long-range coordination. Coordinates and manages sensitive communications, scheduling, and documentation involving complex operational and policy matters.
Oversees comprehensive domestic and international travel operations for Sunshine Genetics leadership, Oversight Board members, and consortium partners. Interprets, monitors and applies university, state, and grant-related travel regulations to ensure compliance and fiscal responsibility. Independently manages complex itineraries, resolves travel-related issues, and ensures proper documentation for reimbursement and audit readiness. Advises executives and partners on travel policy and documentation standards. Analyzes trends and makes recommendations for improvements.
Leads the marketing and branding strategy for Sunshine Genetics in alignment with university standards. Manages the development and deployment of promotional materials (conference booths, banners, flyers, pamphlets, giveaways) and coordinates with internal units and external partners. Monitors outreach performance, analyzes outcomes, and recommends strategy adjustments that advance program growth and stakeholder engagement. Ensures procurement and use of brand assets comply with university policy and sponsorship guidelines.
Manages procurement operations and financial processes for Sunshine Genetics by preparing, reviewing, and monitoring expenditures, purchase requests, and supporting documentation. Interprets university purchasing policies and funding source requirements, including state and grant-funded guidelines, to ensure compliance. Assists with budget development, forecasting, and the preparation of financial reports for Sunshine Genetics. Maintains audit-ready financial records and recommends improvements to procurement workflows and financial tracking systems. May serve as budget manager/approver for designated accounts.
Provides advanced administrative and project management support to the department leadership and research team. Monitors strategic project timelines, deliverables, and regulatory reporting requirements; identifies risks and recommends solutions to maintain program efficiency and compliance. Analyzes operational challenges, implements improved administrative processes, and provides guidance to staff on program policies, procedures, and documentation standards. Contributes to long-range program planning and development through ongoing assessment of administrative needs. Provides administrative guidance to program staff, coordinates workflow priorities, and supports onboarding and training procedures.
Qualifications
Bachelor's degree and four years of experience; or a high school diploma/equivalent and experience equal to eight years. (Note: post-high school education can substitute for experience at the equivalent rate.)
Other Information
The Sunshine Genetics Program is a voluntary research program using whole-genome sequencing (WGS) as an additional newborn screening tool. This genomic newborn screening program can help identify certain rare, actionable genetic conditions earlier in life, offering families the choice to learn additional information about their child that can empower them to plan next steps sooner.
Contact Info
Dr. David Ledbetter, david.ledbetter@med.fsu.edu
University Information
One of the nation's elite research universities, Florida State University preserves, expands, and disseminates knowledge in the sciences, technology, arts, humanities, and professions, while embracing a philosophy of learning strongly rooted in the traditions of the liberal arts and critical thinking. Founded in 1851, Florida State University is the oldest continuous site of higher education in Florida. FSU is a community steeped in tradition that fosters research and encourages creativity. At FSU, there’s the excitement of being part of a vibrant academic and professional community, surrounded by people whose ideas are shaping tomorrow’s news!
Learn more about our university and campuses.
FSU Total Rewards
FSU offers a robust Total Rewards package. Visit our website to learn more about our Compensation, Benefits, Wellness, Recognition, and Employee Development programs.
Use our interactive tool to calculate Total Compensation options based on potential salary, benefits and retirement contributions, earned leave, and other employment-related perks.
How To Apply
If qualified and interested in a specific job opening as advertised, apply to Florida State University at https://jobs.fsu.edu. If you are a current FSU employee, apply via myFSU > Self Service.
Applicants are required to complete the online application with all applicable information. Applications must include all work history up to ten years, and education details even if attaching a resume.
Considerations
This is an A&P position.
This position requires successful completion of a criminal history background check.
This position is being advertised as open until filled.
Equal Employment Opportunity
FSU is an Equal Employment Opportunity Employer.
Location: Tallahassee, FL
Regular/Temporary: Regular
Full/Part Time: Full-Time
Job ID: 62266
Department
The Florida Institute for Pediatric Rare Diseases (IPRD) is a ground-breaking program of the FSU Health initiative. Our mission is to transform the lives of children affected by rare diseases through research, education, diagnosis, and clinical care.
Responsibilities
The Senior Administrative Specialist provides advanced administrative, financial, and compliance support for the IPRD Sunshine Genetics team. This position ensures the efficient coordination of daily operations and delivers comprehensive executive-level support to the Senior Associate Director for Precision Medicine at the Florida Institute for Pediatric Rare Diseases. The role requires independent judgment, discretion, and a high level of organizational and operational expertise within a complex academic, clinic, and research environment.
Provides senior-level administrative and operational oversight for the Precision Medicine Team within the Florida Institute for Pediatric Rare Diseases. Leads documentation management, strategic initiative tracking, and program deliverable monitoring to ensure alignment with institutional, clinical, and research priorities. Coordinates complex scheduling and planning for executive leadership engagements, interdisciplinary strategy sessions, and clinical operations meetings. Manages high-profile visit logistics—including distinguished guests, institutional collaborators, and faculty recruitment candidates—ensuring seamless integration across clinical, research, and administrative units. Exercises independent judgment in resolving operational issues with broad impact on program goals.
Serves as the institute’s primary administrative liaison to high-level stakeholders—including state-appointed consortium members, executive leadership across Florida’s universities, and external scientific partners—requiring advanced judgment, diplomacy, and knowledge of governance structures. Interprets governance requirements and operating procedures; analyzes stakeholder needs; and recommends administrative strategies that support program development, risk mitigation, and long-range coordination. Coordinates and manages sensitive communications, scheduling, and documentation involving complex operational and policy matters.
Oversees comprehensive domestic and international travel operations for Sunshine Genetics leadership, Oversight Board members, and consortium partners. Interprets, monitors and applies university, state, and grant-related travel regulations to ensure compliance and fiscal responsibility. Independently manages complex itineraries, resolves travel-related issues, and ensures proper documentation for reimbursement and audit readiness. Advises executives and partners on travel policy and documentation standards. Analyzes trends and makes recommendations for improvements.
Leads the marketing and branding strategy for Sunshine Genetics in alignment with university standards. Manages the development and deployment of promotional materials (conference booths, banners, flyers, pamphlets, giveaways) and coordinates with internal units and external partners. Monitors outreach performance, analyzes outcomes, and recommends strategy adjustments that advance program growth and stakeholder engagement. Ensures procurement and use of brand assets comply with university policy and sponsorship guidelines.
Manages procurement operations and financial processes for Sunshine Genetics by preparing, reviewing, and monitoring expenditures, purchase requests, and supporting documentation. Interprets university purchasing policies and funding source requirements, including state and grant-funded guidelines, to ensure compliance. Assists with budget development, forecasting, and the preparation of financial reports for Sunshine Genetics. Maintains audit-ready financial records and recommends improvements to procurement workflows and financial tracking systems. May serve as budget manager/approver for designated accounts.
Provides advanced administrative and project management support to the department leadership and research team. Monitors strategic project timelines, deliverables, and regulatory reporting requirements; identifies risks and recommends solutions to maintain program efficiency and compliance. Analyzes operational challenges, implements improved administrative processes, and provides guidance to staff on program policies, procedures, and documentation standards. Contributes to long-range program planning and development through ongoing assessment of administrative needs. Provides administrative guidance to program staff, coordinates workflow priorities, and supports onboarding and training procedures.
Qualifications
Bachelor's degree and four years of experience; or a high school diploma/equivalent and experience equal to eight years. (Note: post-high school education can substitute for experience at the equivalent rate.)
Other Information
The Sunshine Genetics Program is a voluntary research program using whole-genome sequencing (WGS) as an additional newborn screening tool. This genomic newborn screening program can help identify certain rare, actionable genetic conditions earlier in life, offering families the choice to learn additional information about their child that can empower them to plan next steps sooner.
Contact Info
Dr. David Ledbetter, david.ledbetter@med.fsu.edu
University Information
One of the nation's elite research universities, Florida State University preserves, expands, and disseminates knowledge in the sciences, technology, arts, humanities, and professions, while embracing a philosophy of learning strongly rooted in the traditions of the liberal arts and critical thinking. Founded in 1851, Florida State University is the oldest continuous site of higher education in Florida. FSU is a community steeped in tradition that fosters research and encourages creativity. At FSU, there’s the excitement of being part of a vibrant academic and professional community, surrounded by people whose ideas are shaping tomorrow’s news!
Learn more about our university and campuses.
FSU Total Rewards
FSU offers a robust Total Rewards package. Visit our website to learn more about our Compensation, Benefits, Wellness, Recognition, and Employee Development programs.
Use our interactive tool to calculate Total Compensation options based on potential salary, benefits and retirement contributions, earned leave, and other employment-related perks.
How To Apply
If qualified and interested in a specific job opening as advertised, apply to Florida State University at https://jobs.fsu.edu. If you are a current FSU employee, apply via myFSU > Self Service.
Applicants are required to complete the online application with all applicable information. Applications must include all work history up to ten years, and education details even if attaching a resume.
Considerations
This is an A&P position.
This position requires successful completion of a criminal history background check.
This position is being advertised as open until filled.
Equal Employment Opportunity
FSU is an Equal Employment Opportunity Employer.