Office Manager

Job Description The Office Manager/Executive Assistant provides administrative support to ensure efficient office operations by serving as the eyes and ears of the office director—providing 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. 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 High school diploma or equivalent, 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 Outlook, Excel, and PowerPoint. Excellent time management skills and the ability to prioritize workload effectively. Strong attention to detail and problem‑solving abilities. Benefits 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 & Federal Notices This position may be subject to a Level 1 or Level 2 criminal background check. 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