Administrative Specialist

Administrative Specialist

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 Associate Dean of Finance, Operations, & Administration 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.

This is an in person position in the USF Health Water Street location in downtown Tampa.

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 Dean, Associate Dean and ORB members. Make decisions daily 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 and the Office of the Dean, 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 and the Office of the Dean. 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.

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. Degree Equivalency Clause: Four years of direct experience for a bachelor's degree. Senate Bill 1310- The Florida Senate is conditional upon meeting all employment eligibility requirements in the U.S. 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. PREFERRED: Knowledge of USF processes and systems including USF purchasing and travel policies and procedures. Advanced knowledge of Microsoft Office Suite.

About Us

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 environment, which fosters their development and advancement. In 2025, Forbes recognized USF as one of Florida's best large employers, ranked No. 1 among the state's 12 public universities. Our first-class benefits package includes medical, dental and life insurance plans, retirement plan options, employee and dependent tuition programs, generous leave, and hundreds of employee perks and discounts.

About USF

The University of South Florida is a top-ranked research university serving approximately 50,000 students from across the globe at campuses in Tampa, St. Petersburg, Sarasota-Manatee and USF Health. USF is recognized by U.S. News & World Report as a top 50 public university and the best value in Florida. U.S. News also ranks the USF Health Morsani College of Medicine as the No. 1 medical school in Florida and in the highest tier nationwide. USF is a member of the Association of American Universities (AAU), a group that includes only the top 3% of universities in the U.S. With an all-time high of $738 million in research funding in 2024 and as a top 20 public university for producing U.S. patents, USF uses innovation to transform lives and shape a better future. The university generates an annual economic impact of more than $6 billion. USF's Division I athletics teams compete in the American Athletic Conference. Learn more at

Compliance and Federal Notices

This position may be subject to a Level 1 or Level 2 criminal background check.

Applicants have rights under Federal Employment Laws:

The University of South Florida is an equal opportunity employer that does not discriminate against any employee or applicant for employment based on any characteristic protected by law. The University maintains programs for protected veterans and individuals with disabilities in accordance with all applicable federal and state laws.

Family and Medical Leave Act (FMLA)

Applicants for USF employment are entitled to request reasonable accommodation(s) in the application process. A request is to be made at least five (5) working days prior to the time the accommodation(s) is needed. Visit the Central Human Resources ADA Accommodations webpage for more information on requesting an accommodation during the application/interview process.

Equal Employment Opportunity

The University of South Florida is an equal opportunity employer that does not discriminate against any employee or applicant for employment based on any characteristic protected by law. The University maintains affirmative action programs for protected veterans and individuals with disabilities in accordance with all applicable federal and state laws. This job description does not constitute an employment contract.