Office Manager

Office Manager/Executive Assistant The Office Manager/Executive Assistant provides administrative support to ensure efficient office operations by serving as the eyes and ears of the office directorproviding information, answering questions, and responding to requests. This position works with sensitive information and must exercise discretion to maintain confidentiality and security, while ensuring compliance with privacy policies and regulations. The Office manager is responsible for meeting deadlines and adapting to changing priorities. The role is expected to maintain workflow by analyzing and refining standard operating procedures, including scheduling, communications, and office layout. The individual manages calendars for the senior staff, makes travel arrangements, and coordinates internal and external resources to expedite workflow. Additionally, the position oversees and supports the achievement of organizational goals while upholding best practices aligned with institutional standards. Responsibilities Provides general support to visitors, both in person and virtually. Serves as the primary point of contact for internal and external clients. Manages calendars for assigned senior executive(s) and liaises with executive and senior administrative assistants to handle requests and inquiries from senior management. Answers phone calls and directs callers to appropriate personnel, schedules appointments, signs for incoming packages, and assists clients and visitors. Plans meetings and records detailed minutes to ensure accurate documentation. Coordinates meeting logistics, including room setup and catering. Prepares and distributes email correspondence, memos, letters, faxes, and forms. Maintains contact lists to support effective communication and assists in the preparation of regularly scheduled reports. Arranges executive travel in accordance with university policies and submits and reconciles related expense reports. Collaborates closely with administrative staff and supports colleagues as needed. Updates and maintains office policies and procedures. Develops and manages digital and physical filing systems. Monitors inventory levels and orders office supplies from approved vendors as appropriate. Performs other duties as assigned. Qualifications This position requires a high school diploma or equivalent, along with six (3) years of experience in office or administrative positions. Appropriate college coursework or vocational/technical training may be substituted for the required experience on an equivalent basis. Special Skills/Training Knowledge of office management systems and procedures. Working knowledge of office equipment, including printers and fax machines. Proficiency in Microsoft Office applications, particularly Microsoft Outlook, Excel, and PowerPoint. Excellent time management skills and the ability to prioritize workload effectively. Strong attention to detail and problem-solving abilities. Senate Bill 1310- The Florida Senate is conditional upon meeting all employment eligibility requirements in the U.S. SB 1310: Substitution of Work Experience for Postsecondary Education Requirements A public employer may include a postsecondary degree as a baseline requirement only as an alternative to the number of years of direct experience required, not to exceed: (a) Two years of direct experience for an associate degree; (b) Four years of direct experience for a bachelor's degree; (c) Six years of direct experience for a master's degree; (d) Seven years of direct experience for a professional degree; or (e) Nine years of direct experience for a doctoral degree 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. 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.