Administrative Specialist

Job Description Position: Administrative Specialist – Office of Research and Business (ORB) – Associate Dean of Finance, Operations & Administration – USF Health Taneja College of Pharmacy. Daily responsibilities include supporting purchasing requirements, scheduling meetings and events, providing logistical assistance, managing office equipment, and coordinating travel and reimbursements for faculty and guests. The role requires proficient use of MS Office and best practices in office administration. Location: In person at USF Health Water Street, downtown Tampa. Responsibilities Compile and maintain information requiring web or library research, gather, compile, and update data and department records. Prepare presentation materials, edit content, add graphic and design elements. Compose, type, and distribute departmental meeting notes, correspondence, forms, and reports of moderate complexity. Produce documents requiring intermediate knowledge of Word, Excel, and/or PowerPoint. Prepare correspondence, memoranda, promotional materials, newsletters, manuals, and reports using appropriate word processing and spreadsheet tools. Perform basic statistical calculations on data for reports and presentations. Communicate with stakeholders on behalf of the ORB team. Plan, prioritize, and schedule meetings and appointments for the Dean, Associate Dean, and ORB members; make daily decisions based on calendar availability. Coordinate mailings and assemble documents for meetings, workshops, and conferences. Provide information, assistance, and services to faculty, staff, and students via in-person, telephone, and electronic or paper correspondence. Schedule rooms in 25live and reserve parking spaces for guests. Respond 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: research items, obtain price quotes, enter information into university systems, issue purchase orders, process UMSA and foundation check requests, and maintain P‑Card information. 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; support office moves, repair equipment, and arrange for general office or building repairs. Operate office equipment, including copiers, scanners, and printers. Perform other duties as assigned. Qualifications Minimum qualifications: High school diploma or equivalent; 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. Senate Bill 1310 – The Florida Senate is conditional upon meeting all employment eligibility requirements in the U.S. ( Substitution of work experience for postsecondary education requirements as outlined in SB 1310. Two years of direct experience for an associate degree; four years for a bachelor’s degree; six years for a master’s degree; seven years for a professional degree; nine years for a doctoral degree. Related work experience may not substitute for any required licensure, certification, or registration. Minimum qualifications requiring a high school diploma are exempt from SB 1310. Preferred qualifications: Knowledge of USF processes and systems, including USF purchasing and travel policies and procedures. Advanced knowledge of Microsoft Office Suite. Benefits USF offers a comprehensive benefits package that includes medical, dental, and life insurance plans, retirement plan options, employee and dependent tuition programs, generous leave, and a wide range 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. Applicants for USF employment are entitled to request reasonable accommodations during the application process. Requests should be made at least five (5) working days prior to the needed date. For more information, visit the Central Human Resources ADA Accommodations webpage. 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 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