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Executive Administrative Specialist

University of South Florida

Location: Tampa, FL 33612
Type: Full-Time, Permanent, Non-Remote
Posted on: May 4, 2022
This job is no longer available from the source.
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Executive Administrative Specialist
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Job ID
30686
Location
USF Health
Full/Part Time
Full-Time
Regular/Temporary
Regular
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Position Details
Dept Number/Name: 0-6001-000 / VP For Health Sciences
College Division: USF Health-VP
Salary Plan: Staff
Job Code/Title: 2205 / Executive Administrative Specialist
Hiring Salary/Salary Range: $45,000 - $56,000 annual
Position Number: 00014861
ORGANIZATIONAL SUMMARY:
POSITION SUMMARY:
The Administrative Specialist position will provide confidential, executive-level administrative support to the USF Health Communications and Marketing Office and Associate Vice President and Chief of Staff for USF Health. This position is responsible for completing assigned administrative/communications and marketing tasks and assisting with day-to-day operations. This position must be able to make independent decisions, anticipate the needs of the leaders, be highly skilled in interpersonal relations, have mature judgment and exercise a great deal of discretion due to the confidential and highly sensitive nature of information/material handled daily. Additionally, this position will handle all business correspondence, support budget forecasting and planning, purchasing, travel, human resource functions and calendaring as requested on behalf of the department.
In this position, the incumbent will be required to have an extensive working knowledge of the University, USF Health, plus, as applicable, business operations, systems, policies and procedures and act as an information resource to departments, faculty, university officials and community leaders.
RESPONSIBILITIES:
Provides executive level administrative support to the Assistant VP for USF Health Communications and Marketing in addition to Associate VP and Chief of Staff for USF Health. The position will serve as primary contact for the Asst and Assoc. VP's and assist with their calendars, appointments, travel and scheduled meetings. This position includes remote work and on designated days is required to work in USF Health VP office or Morsani College of Medicine to support AVP's as requested by leadership.
Serves as department liaison to USF Health and University departments.
Administrative Specialist will be responsible for:
- Maintaining department budget and accounting functions (such as purchasing, accounting/reconciliation for dept P-Card, prepare payroll, mileage reimbursements), and interface with the USF Health Business Office and its Chief Financial Officer.
- Serves as Communications and Marketing department designee for Human Resources dept. functions such as PTO audits, hiring processes, etc. and communicates information as necessary to the department.
- Plans and coordinates multiple department tasks and sometimes serve as project manager ensuring timely completion of assigned projects using Teams tracking.
- Disseminates information for team and sometimes proofs communications and marketing creative assets as needed.
- Coordinates with internal and external vendors when hosting or assisting with meetings, campaigns and events involving the department. This includes initiating orders and ensuring deliveries.
- Maintains office, equipment, display, and promotional supplies.
- Gains understanding of university applicable policies, procedures, and varied systems, mastering latest workflows and operational systems through required university training.
- Engages in professional development.
- Troubleshoots and often provides solutions that benefit the team and ensure operational efficiencies
Other duties as assigned.
POSITION QUALIFICATIONS:
MINIMUM:
This position requires a high school diploma or equivalent, with at least six years of experience in an office or administrative support position. Post-secondary education may be substituted on a year for year basis for up to a maximum of 2 years of experience.
PREFERRED:
Two years of college education. Experience with purchasing and budgeting. Working knowledge of USF and USF Health policies and procedures, and experience using USF/USF Health's business and HR systems a plus. Experience working in higher education and/or academic health care or related environment a plus.
USF Health
Information for Applicants
This position is subject to a Level 1 criminal background check.
Job Opening Number: 30686
Posting Date:  05/04/2022
Posting End Date: 05/18/2022
How to Claim Veteran's Preference :
This position allows eligible veterans and their spouses to claim Veterans’ Preference pursuant to Florida Statute 295.
Applicants claiming preference are responsible for providing required documentation AT THE TIME OF SUBMITTING APPLICATION; such documentation is required for eligibility determination.
Supporting documentation, in addition to the DD214, may be required based on eligibility criteria.  If you are submitting a DD 214, please ensure the social security number and date of birth is redacted/removed.
For information on obtaining a DD 214 visit http://www.archives.gov/veterans/military-service-records/ or call 1-866-272-6272.
How To Apply
Click on the Apply Now button.  When applying to an opening you will have the opportunity to upload a cover letter and resume.
Apply online by completing the required information and attaching your cover letter and resume. Please include your experience as it relates to the qualifications stated above.  YOUR COVER LETTER AND RESUME, PLUS ANY OTHER REQUESTED MATERIAL, MUST BE IN ONE ATTACHMENT. Only online applications are accepted for this position.
Click here for additional tutorial information.
Equal Employment Opportunity
USF is an equal opportunity, equal access academic institution that embraces diversity in the workplace.
The University of South Florida does not discriminate on the basis of sex and prohibits sexual harassment. Any person may report sex discrimination, including sexual harassment (whether or not the person reporting is the person alleged to be the victim of conduct that could constitute sex discrimination or sexual harassment), in person, by mail, by telephone, or by electronic mail, using the contact information listed for the Title IX Coordinator. Reports may be made at any time either online or directly to the University's Title IX Coordinator.
Work Location
Campus map and location overview:
USF - Health
USF - Tampa Campus
About USF
The University of South Florida is a high-impact global research university dedicated to student success. Over the past 10 years, no other public university in the country has risen faster in U.S. News and World Report's national university rankings than USF. Serving more than 50,000 students on campuses in Tampa, St. Petersburg and Sarasota-Manatee, USF is designated as a Preeminent State Research University by the Florida Board of Governors, placing it in the most elite category among the state's 12 public universities. USF is a member of the American Athletic Conference.
Working at USF
With more than 16,000 employees at USF, the University of South Florida is one of the largest employers in the Tampa Bay region.  At USF you will find opportunities to excel in a rich academic environment that fosters the development and advancement of our employees.  We believe in creating a talented, engaged and driven workforce through on-going development and career opportunities. We also offer a first class benefit package that includes medical, dental and life insurance plans, retirement plan options, tuition program and generous leave programs and more.
To learn more about working at USF please visit: Work Here. Learn Here. Grow Here .
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