Admin Specialist

Administrative Specialist

The USF Health Heart Institute's events have vastly multiplied since our opening in 2020. Additionally, the Heart Institute Director requires administrative assistance. For these reasons, we would like to hire an Administrative Specialist to execute these tasks.

40%: Event and Faculty Candidate Support: Work with the USF Travel Department to create guest profiles for all external speakers and faculty candidates. Initiate Travel Authorization Requests (TARs) in USF Archivum system and then submit Travel Expense Report (TERs) in a timely manner once the visit has concluded. Book flights (with faculty host and guest input), hotels, and rental cars/shared ride services for external speakers and faculty candidates. Obtain presentation/flyer information from guests and pass along to the Conference and Events Planner. Create itineraries for all external guest speakers and faculty candidates. Send calendar invites to all faculty members meeting with guest speaker/candidate. Book dining reservations. Prepare and submit alcohol approval forms as needed for special events or guest dining. Escort external speakers and faculty candidates to meetings. Provide assistance to the Conference and Events Planner in regards to food ordering and obtainment/placement in rooms. Back-up for room reservations via 25Live system and IT/AV booking.

40%: Heart Institute Director Support: Complete special projects as assigned by the Heart Institute Director. Will maintain the Director's calendar and provide travel and procurement support as requested via university PCard. Provide clerical support as needed for faculty/ search committee meetings.

10%: Heart Institute General Support: Provide assistance to the USF Health Heart Institute faculty and administration as needed. Example of assistance may include: faculty profile/website updates, CV updates, publication assistance, office supply ordering/upkeep, research floor access assistance. 5%: Research Day: Will assist with the annual USF Health Research Day

5%: Other duties as assigned

"This position is not eligible for Visa Sponsorship"

Minimum Qualifications:

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 Qualifications:

General USF travel and procurement compliance knowledge will be necessary. Good communications skills are a must as this position will be required to work with the Heart Institute Director and any guests he may have. Additionally, this position will need to communicate well with special guest speakers for our multiple seminar series. Must have excellent problem-solving skills and be able to work in a fast-paced environment. Must be comfortable working independently.