Office Manager

Job Description This position works closely with department leadership, faculty, and staff to ensure the smooth operation of administrative, academic, and clinical activities. The role requires exceptional organizational skills, discretion, and the ability to manage multiple priorities in a fast‑paced environment. This position is time limited. Responsibilities Calendar & Scheduling Management Manage complex calendars and schedules for the Chair, including prioritizing and resolving conflicts, coordinating internal and external meetings, and preparing related materials. Coordinate faculty evaluation and assignment processes, including scheduling and document preparation. Communication & Liaison Duties Oversee communication and correspondence, including monitoring emails, drafting, editing, and proofreading messages, and preparing letters, agendas, spreadsheets, and presentations. Act as primary liaison between the Chair’s office and internal departments (USF, TGH) as well as external partners, faculty, staff, students, and leadership. Handle sensitive and confidential information regarding patients, faculty, staff, and departmental matters with discretion. Travel Coordination Coordinate domestic and international travel arrangements for the Chair, including flights, hotels, transportation, conference registrations, and related logistics. Process all travel authorizations (TARs) and reimbursements in compliance with university policies. Meeting & Event Support Prepare agendas, organize logistics, and provide on‑site support for meetings, interviews, conferences, and special events. Organize departmental events, including obtaining vendor quotes, purchasing materials, coordinating catering, and managing other required services. Attend key meetings to document discussions, decisions, and follow‑up actions. Other Duties Perform additional tasks as assigned by the Department Chair. Qualifications Minimum Qualifications This position requires a high school diploma or equivalent, with six years of experience in office or administrative positions. Appropriate college coursework or vocational/technical training may substitute at an equivalent rate for the required experience. Preferred Qualifications Administrative office experience in an academic health care setting is preferred. Experience supporting an academic Chair or equivalent leadership position. Intermediate to advanced skill and knowledge using Microsoft Office 365 applications. 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 Two years of direct experience for an associate degree; Four years of direct experience for a bachelor’s degree; Six years of direct experience for a master’s degree; Seven years of direct experience for a professional degree; or 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. Benefits 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. 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. #J-18808-Ljbffr University of South Florida