Administrative Specialist at University of South Florida in Tampa, Florida

Job Description:

Dept Number/Name: 0-6380-000 / Coll of Pharmacy - Dean's Offc

College Division: USFHealth-Coll of Pharmacy

Salary Plan: Staff

Job Code/Title: 2204 / Administrative Specialist

Hiring Salary/Salary Range: $38,909 - $45,000

Position Number: 00057688

ORGANIZATIONAL SUMMARY:

The USF Health Taneja College of Pharmacy is managed by the Dean and an actively engaged administrative leadership team. The mission of the college is to Transform Health through educating students to be outstanding and successful practitioners and leaders in the profession; through leading in discovery and innovation of education and practice in pharmacy; and through delivering the highest quality care in diverse, interprofessional clinical and community settings.

POSITION SUMMARY:

This position will report to the Assistant Dean of Business and Finance in the Taneja College of Pharmacy. The Administrative Specialist will perform a wide variety of day-to-day office and clerical duties for the Office of Research and Business (ORB). This position will also provide skilled and professional support in areas such as supporting purchasing requirements, and plan, prioritize and scheduling meetings, travel, planning and providing logistical assistance for events and other duties as assigned to manage successful operations of the college.

RESPONSIBILITIES:

Compile and maintain information that may require web or library researching, gathering, compiling, and updating data and department records. Prepare presentation materials for use by others, editing content and adding appropriate graphic and design elements. Composes, types, and distributes departmental meeting notes, correspondence, forms and reports of a moderate complexity. Produces documents requiring intermediate knowledge of word, excel, and/or powerpoint. Compose and/or prepare correspondence, memoranda, promotional materials, forms, newsletters, manuals, and reports using appropriate word processing and spreadsheet tools. Perform basic statistical calculations on data for reports and presentations.

Communicates with stakeholders on behalf of the ORB team. Plan, prioritize and schedule meetings and appointments for the Assistant Dean and ORB members. Make decisions on a daily basis based on calendar availability. Coordinates mailings and assembles documents for meetings, workshops, and conferences. Provides information, assistance, and services to faculty, staff, and students contacting the office, answering inquiries independently in person, by telephone, or in electronic or paper correspondence. Scheduling rooms in 25live and reserving parking spaces for guests. Responds to routine inquiries regarding policies and procedures.

Perform specialized administrative duties required to support the ORB, using discretion to make judgments based on operating guidelines. Support purchasing requirements for the college, researching items and obtaining price quotes, entering information into university systems, entering purchase orders, processing UMSA check requests, processing foundation check requests and maintaining P-Card information as required. Arrange and coordinate travel and travel reimbursement for faculty and guests.

Support fiscal, operational, and administrative processes of ORB. Supports basic office moves, sets up office equipment repairs, and arranges for general office or building repairs. Operates office equipment, including copiers, scanners and printers to meet document preparation and production requirements.

Performs other duties as assigned.

POSITION QUALIFICATIONS:

MINIMUM:

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

PREFERRED:

Knowledge of USF processes and systems including USF purchasing and travel policies and procedures. Advanced knowledge of Microsoft Office Suite.

USF Health

Information for Applicants

This position is subject to a Level 1 criminal background check.

Job Opening Number: 38236

Posting Date: 11/14/2024

Posting End Date: 11/28/2024

How to Claim Veteran's Preference:

This position allows eligible veterans and their spouses to claim Veterans' Preference pursuant to Florida Statute 295.

Applicants claiming preference are responsible for providing required documentation AT THE TIME OF SUBMITTING APPLICATION; such documentation is required for eligibility determination.

Supporting documentation, in addition to the DD214, may be required based on eligibility criteria. If you are submitting a DD 214, please ensure the social security number and date of birth is redacted/removed.

For information on obtaining a DD 214 visit http://www.archives.gov/veterans/military-service-records/ or call 1-866-272-6272.

How To Apply

Click on the Apply Now button. When applying to an opening you will have the opportunity to upload a cover letter and resume.

Apply online by completing the required information and attaching your cover letter and resume. Please include your experience as it relates to the qualifications stated above. YOUR COVER LETTER AND RESUME, PLUS ANY OTHER REQUESTED MATERIAL, MUST BE IN ONE ATTACHMENT. Only online applications are accepted for this position.

Click here for additional tutorial information.

To request an accommodation with the application or interview process, please contact Central Human Resources by telephone: 813-974-2970 or email HR-ADA-Request@usf.edu .

Equal Employment Opportunity

USF is an equal opportunity, equal access academic institution that embraces diversity in the workplace.

The University of South Florida does not discriminate on the basis of sex and prohibits sexual harassment. Any person may report sex discrimination, including sexual harassment (whether or not the person reporting is the person alleged to be the victim of conduct that could constitute sex discrimination or sexual harassment), in person, by mail, by telephone, or by electronic mail, using the contact information listed for the Title IX Coordinator. Reports may be made at any time either online or directly to the University's Title IX Coordinator.

USF's Equal Opportunity Affirmative Action Statement .

Work Location

Campus map and location overview:

USF - Health

USF - Tampa Campus

About USF

The University of South Florida is a high-impact global research university dedicated to student success. Over the past 10 years, no other public university in the country has risen faster in U.S. News and World Report's national university rankings than USF. Serving more than 50,000 students on campuses in Tampa, St. Petersburg and Sarasota-Manatee, USF is designated as a Preeminent State Research University by the Florida Board of Governors, placing it in the most elite category among the state's 12 public universities. USF is a member of the American Athletic Conference.

Working at USF

With more than 16,000 employees at USF, the University of South Florida is one of the largest employers in the Tampa Bay region. At USF you will find opportunities to excel in a rich academic environment that fosters the development and advancement of our employees. We believe in creating a talented, engaged and driven workforce through on-going development and career opportunities. We also offer a first class benefit package that includes medical, dental and life insurance plans, retirement plan options, tuition program and generous leave programs and more.

To learn more about working at USF please visit: Work Here. Learn Here. Grow Here .

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