Office Manager

This position works closely with department leadership faculty and staff to ensure the smooth operation of administrative academic and clinical activities. The role requires exceptional organizational skills discretion and the ability to manage multiple priorities in a fast-paced environment.

This position is time limited.

Calendar & Scheduling Management

• Manage complex calendars and schedules for the Chair including prioritizing and resolving conflicts coordinating internal and external meetings and preparing related materials.
• Coordinate faculty evaluation and assignment processes including scheduling and document preparation.

Communication & Liaison Duties

• Oversee communication and correspondence including monitoring emails drafting editing and proofreading messages and preparing letters agendas spreadsheets and presentations.
• Act as primary liaison between the Chairs office and internal departments (USF TGH) as well as external partners faculty staff students and leadership.
• Handle sensitive and confidential information regarding patients faculty staff and departmental matters with discretion.

Travel Coordination

• Coordinate domestic and international travel arrangements for the Chair including flights hotels transportation conference registrations and related logistics.
• Process all travel authorizations (TARs) and reimbursements in compliance with university policies.

Meeting & Event Support

• Prepare agendas organize logistics and provide on-site support for meetings interviews conferences and special events.
• Organize departmental events including obtaining vendor quotes purchasing materials coordinating catering and managing other required services.
• Attend key meetings to document discussions decisions and follow-up actions.

Other Duties

• Perform additional tasks as assigned by the Department Chair.

Minimum Qualifications:

This position requires a high school diploma or equivalent with six years of experience in office or administrative positions. Appropriate college coursework or vocational/technical training may substitute at an equivalent rate for the required experience.

Preferred Qualifications:

Administrative office experience in an academic health care setting is preferred. Experience supporting an academic Chair or equivalent leadership position. Intermediate to advanced skill and knowledge using Microsoft Office 365 applications.

Senate Bill 1310- The Florida Senate ( is conditional upon meeting all employment eligibility requirements in the U.S.

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.