Administrative Specialist

Administrative SpecialistThe Administrative Specialist performs a wide range of administrative coordination duties, including clinical and academic program support, faculty appointment processes, departmental purchasing, meeting coordination, and communications.The Administrative Specialist must apply judgment in handling sensitive information, including provider schedules, patient-related inquiries, academic affairs, and departmental operations. This role requires intermediate to advanced proficiency in office systems, university databases, and medical/clinical administrative workflows.This position is time limitedResponsibilitiesDepartment & Clinical Administrative SupportServe as a primary administrative contact for the OB/GYN department, responding to inquiries from faculty, staff, students, and external partners.Provide administrative support for clinical and academic operations, including coordination with clinics, labor & delivery units, and specialty programs.Scheduling & Calendar CoordinationManage complex calendars for departmental leadership and physicians, including meetings, clinical obligations, academic events, and conferences.Coordinate divisional meetings, and departmental events, ensuring appropriate scheduling and logistics.Correspondence & DocumentationPrepare departmental correspondence, memos, reports, newsletters, and presentations.Assist with maintaining program documentation and supporting departmental communications.Travel & Reimbursement CoordinationArrange travel for faculty and staff attending conferences, professional meetings, and academic events.Process travel reimbursements in accordance with university and departmental guidelines.Confidentiality & Professional JudgmentHandle sensitive and confidential information related to faculty, staff, clinical operations, and departmental initiatives with discretion and professionalism.Other DutiesPerform additional administrative and program support duties as assigned to meet the mission of the OB/GYN department.QualificationsMinimum Education & ExperienceThis 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 Education & ExperienceStrong organizational skills and ability to manage multiple priorities in a clinical academic environment.Ability to communicate professionally with physicians, patients, staff, and university leadership.Experience with scheduling, HR/payroll support, purchasing, and travel coordination.Proficiency in Microsoft Office (Word, Excel, PowerPoint) and familiarity with university systems and clinical workflows.Ability to maintain confidentiality and apply sound judgment in sensitive situations.About UsWorking at USFWith 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 USFThe 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 and Federal NoticesThis 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 OpportunityThe 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.