Sr. Administrative Specialist at University of South Florida in Tampa, Florida

Job Description:

Dept Number/Name: 0-6201-000 / College Of Nursing-Dean

College Division: USFHealth-College of Nursing

Salary Plan: Staff

Job Code/Title: 2204 / Administrative Specialist

Hiring Salary/Salary Range: $45,000 - $55,000

Position Number: 00002248

Work Flexibility: May be eligible for hybrid model once probationary evaluation is complete

ORGANIZATIONAL SUMMARY:

The College of Nursing is one of 14 colleges that comprise the University of South Florida and one of four colleges within USF Health. USF is a member of the prestigious Association of American Universities and is designated as both a Research 1 and a Community-Engaged institution by the Carnegie Foundation. U.S. News & World Report has ranked USF as one of the nation's top 50 public universities for five consecutive years, and in 2023, USF earned its highest ranking ever among all universities public or private. The College of Nursing is recognized as a nursing education and research leader, serving over 2,400 undergraduate, master's, and doctoral students annually. For the third consecutive year, our Master of Science in Nursing program ranked No. 1 among all public Florida Institutions and is proudly positioned at No. 24 nationally.

The College of Nursing is an integral part of the USF Health community. We live by our mission to employ the core values of excellence, innovation, inclusion, and respect to educate future nurses, advance nursing science, and implement evidence-based clinical practice to improve health and wellness.

POSITION SUMMARY:

The Senior Administrative Specialist reports to the Sr. Associate Dean of Research (SADR) and provides high-level administrative support and assistance to the SADR while serving as the primary point of contact in the SADR's office. This position is required to assist the SADR with all routine and complex administrative functions related to the College of Nursing. The incumbent must possess the confidence required to exercise confidentiality, sound judgement in making decisions and ability to communicate effectively to internal and external stakeholders on behalf of the SADR.

This position is required to work in-person/on-site 5 days a week to meet the needs of the college. Has potential option for hybrid work after probationary period.

RESPONSIBILITIES:

Calendar and Email Management:

Independently manage the Sr. Associate Dean of Research (SADR's) complex calendar which routinely involves challenging negotiations, many changing variables, multiple conversations, tight timelines, and varying degrees of pressure to achieve objectives.

Respond to all scheduling inquiries on behalf of the SADR with poise, tact, self-confidence, and good judgement, while effectively prioritize sensitive matters and appointments.

Assist with management of SADR's email to address correspondence in a timeline manner.

Research and prepare information for the SADR's meetings and appointments.

SADR's Office Administration:

Must be able to thrive in a multi-tasking and fast paced environment and maintain confidentiality.

Serve as the primary point of contact in the SADRs office.

Independently compose and reply to routine letters and requests on behalf of the SADR.

Assist with the coordination of annual review processes for all direct reports to the SADR.

Attend meetings with the SADR and occasionally as a representative of the SADR and take clear, concise, and accurate meeting minutes, as necessary.

Respond to inquiries in the SADR's office and explain policies and procedures, answer questions, and independently resolve problems whenever feasible.

Prepare correspondence, forms, excel and power-point based reports, project proposals, and related documents for the SADR.

Develop materials used in reports, teaching and public speaking engagements, as directed by the SADR.

Support the Office of Research Administration.

Independently work on and lead special executive projects.

Travel and P-Card Management:

Arrange, coordinate travel and reimbursements for the SADR.

Assist research faculty in understanding their role in travel requests and approval processes.

Manage and maintain documentation of all travel expenditures, ensure travel and P-card expenditures comply the university policies and procedures (e.g. p-card reconciliation).

Information Management:

Serve as the custodian of all records pertaining to the SADR's work.

Ensure confidential documentation is secured and handled appropriately.

Maintain records of incoming and outgoing correspondence, action documents and deadlines.

Perform other administrative tasks and projects as required to support the mission and strategic goals of the College of Nursing.

Cover Dean Suite in absence of the Executive Administrative Specialist.

Serves as backup for PhD related inquiries.

Perform general office duties that include photocopying, filing, ordering office supplies, and reserving space for meetings and events.

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:

Preferred Qualifications:

Bachelor degree or above with four or more consecutive years of professional administrative experience supporting high-level roles. A successful candidate must possess excellent communication skills, exhibit attention to detail, display initiative, demonstrate the ability to exhibit sound judgment, flexibility, and the ability to work independently. Demonstrated proficiency with Microsoft Office, Outlook, Word, Excel, and PowerPoint. Project Management Experience. Research background and/or knowledge is a plus.

USF Health

Information for Applicants

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

Job Opening Number: 38204

Posting Date: 11/08/2024

Posting End Date: 11/23/2024

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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