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: $39,520 to $45,000

Position Number: 00059089

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 the 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 supports the Assistant Dean of Experiential Education and the Director of Postgraduate Training Programs in their work. Responsibilities include but are not limited to: advancing the strategic goals of the Office of Experiential Education (OEE) and Office of Postgraduate Training (OPT)and providing operational, professional, and administrative support for experiential education and postgraduate training programs. The role involves collaborating with team members in the experiential education and postgraduate training offices and participating in routine quality evaluations of pharmacy practice rotations and training sites. Additionally, the position serves as a resource for students, faculty, residents/fellows, and preceptors, addressing logistical challenges related to the experiential programs. Other duties include assisting with student, resident/fellow, and preceptor compliance requirements, coordinating with the legal department on the creation, execution, and renewal of affiliation agreements, and managing data compilation, recording, and tracking for site visits, postgraduate activities, and other OEE-related programs. The role also includes performing administrative tasks to support the success of the OEE, OPT, and the Taneja College of Pharmacy.

RESPONSIBILITIES:

Strategic and Operational Support: Assist in implementing the strategic goals of the OEE and OPTP to enhance the quality and scope of experiential and postgraduate training programs. Serve as a liaison and resource for students, faculty, residents/fellows and preceptors regarding program logistics and challenges. Manages all affiliation agreements with sites, including new agreements and renewals, maintaining collaboration with the Office of General Counsel and other entities. Operates and assists with maintenance of experiential education and postgraduate training databases and other software programs, including internal electronic management system (CORE ELMS) and SharePoint.

Administrative Support for Experiential Education and Postgraduate Training Programs: Provide operational support in the development, administration, and evaluation of experiential and postgraduate programs. Compose and/or prepare correspondence, memorandum, and reports using appropriate word processing, spreadsheet tools, and programs associated with the Office of Experiential Education. Develop, manage, and maintain all files and records pertaining to the Office of Experiential Education and Postgraduate Training Programs in the organization?s electronic filing system. Manage files, records, requirements, and certificates for students, preceptors, residents/fellows, and sites. Manage and maintain a functional filing system for documents relative to each program. Plan, prioritize, and schedule meetings and appointments. Make daily decisions regarding calendars. Responsible for efficient and timely management of itineraries, agendas, flight reservations, hotels, car rentals, etc., for any travel/meeting as needed. Responsible for event planning and coordination. Participate in all planned and sponsored events of the Office of Experiential Education, including Postgraduate Training Programs.

Quality Assurance and Program Improvement: Assist experiential education team members with routine quality evaluation of individual clerkship rotations and sites, system maintenance, data management, and reports from CORE ELMS. Assist team members with routine quality evaluation of the Office of Experiential Education and Postgraduate Training Programs, including data management and communication with students, residents/fellows, and faculty. Collaborate with team members to ensure compliance with accreditation standards and program benchmarks.

General Administrative Duties: Maintain organized records and documentation for all experiential and postgraduate programs. Assist with planning and execution of meetings, workshops, and events related to the OEE and OPTP.

Stakeholder Engagement and Communication: Respond to inquiries and provide guidance to students, faculty, residents/fellows and preceptors regarding program requirements, timelines, and expectations. Support communication efforts to promote experiential and postgraduate training opportunities.

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:

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with data management systems.
Strong organizational, interpersonal, and communication skills.
Ability to work independently and collaboratively in a fast-paced environment.
Attention to detail and accuracy in managing data and documentation.
Excellent time management skills with the ability to prioritize multiple tasks effectively.
Travel - Ability to travel to other USF campuses and/or other locations as requested.
Experience working with experiential education programs or postgraduate training programs in a healthcare or academic setting.
Familiarity with legal and contractual processes related to affiliation agreements.
Knowledge of accreditation requirements for pharmacy education or residency training.

USF Health

Information for Applicants

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

Job Opening Number: 38489

Posting Date: 12/20/2024

Posting End Date: 01/09/2025

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.

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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 .

Federal Rights

Applicants have rights under Federal Employment Laws: Family and Medical Leave Act (FMLA) , Equal Employment Opportunity (EEO) and Employee Polygraph Protection Act (EPPA) .

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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