Office Administrator
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Job Location:
Monthly Salary:
Posted on:
30+ days ago
Vacancies:
1 Vacancy
Job Summary
Nature of Work: The Office Administrator reports directly to the Chairman of Pediatrics and the department administrator. This role serves as the primary point of contact for the Chairmans Office and provides high-level administrative and operational support to the Department Chair Administrator and senior leadership.
The Office Administrator oversees day-to-day business operations for the department and is the primary liaison for building operations IT services telephone systems vendors and other operational needs. This position also provides backup support for complex scheduling coordinates departmental meetings and events. Serves as a representative of the Chair while interfacing with faculty and staff within the department as well as other key contacts across the university and hospital affiliates.
This position is time limited. This position requires a level II background check.
Responsibilities
Oversees day-to-day office operations and administrative support activities.
Provides direct confidential assistance to executive administrator on highly sensitive legal or administrative matters.
Keeps appointment calendar for executive administrator and schedules meetings and conferences.
Coordinates administrative and logistical support for travel to meetings and conferences and attends when needed.
Coordinates assignments from executive administrators to correct individuals including necessary follow-up.
Serves as a resource person and keeps up-to-date with ongoing projects of the executive office.
Reviews and follows-up on pending files and projects.
Serves as a liaison to other executive offices colleges the governing board staff outside counsel the court system and the general public.
Manages and monitors status of the contracts and tracks expenditures.
Coordinates reports as requested.
Manages the file and information management system including overall responsibility for creation organization maintenance custody archiving storage and record retention/destruction process including the tracking of file cases.
Manages internal and external requests for office files and the return and retrieval of files from other University offices.
If applicable prepares index of prior legal opinions and cases and legal topics files on principles of law for ready reference.
Advises on and implements administrative office policies and procedures; develops and implements office forms.
If applicable supervises office support staff.
Participates in workshops and seminars on a variety of topics briefing office staff on pertinent matters and developments.
Performs other duties as assigned.
Qualifications
This position requires a high school diploma or equivalent with at least five years of experience in an office or administrative support position or a Bachelors degree and 3 years of related experience. Additional education may not be substituted for this experience requirement.
Senate Bill 1310- The Florida Senate ( is conditional upon meeting all employment eligibility requirements in the U.S.
Preferred Qualifications below:
Work experience in medical office or university setting.
SB 1310: Substitution of Work Experience for Postsecondary Education Requirements
A public employer may include a postsecondary degree as a baseline requirement only as an alternative to the number of years of direct experience required not to exceed:
(a) Two years of direct experience for an associate degree;
(b) Four years of direct experience for a bachelors degree;
(c) Six years of direct experience for a masters degree;
(d) Seven years of direct experience for a professional degree; or
(e) Nine years of direct experience for a doctoral degree
Related work experience may not substitute for any required licensure certification or registration required for the position of employment as established by the public employer and indicated in the advertised description of the position of employment.
Minimum Qualifications that require a high school diploma are exempt from SB 1310.
Required Experience:
Unclear Seniority
Key Skills
About Company
Working at USF With approximately 16,000 employees, the University of South Florida is one of the largest employers in the Tampa Bay area. We are dedicated to cultivating a talented, engaged and driven workforce that strives to be bold. Employees excel in USF‘s rich academic environme ... View more
