Office Manager
University of South Florida
879 reviews
Tampa, FL 33620
$48,000 - $54,000 a year - Full-time
University of South Florida
879 reviews
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Job details
Salary
$48,000 - $54,000 a year
Job Type
Full-time
Full Job Description
Dept Number/Name: 0-6101-007 / Office of Educational Affairs
College Division: USF Health-Morsani College of Medicine
Salary Plan: Staff
Job Code/Title: 0716 / Office Manager
Hiring Salary/Salary Range: $48,000-$54,000
Position Number: 00048849
ORGANIZATIONAL SUMMARY:
The Department of Medical Education (DME) in the Morsani College of Medicine (MCOM) is headed by Dr. Bryan Bognar, Chair & Vice Dean for Educational Affairs. Dr. Bognar is responsible for the oversight of the Undergraduate Medical Education (UME) program and Graduate programs curriculum, all MCOM student services (Student Affairs, Admissions, Student Diversity, the Experiential Learning Center), the School of Physical Therapy, the Athletic Training Education Program, and the Physician Assistant program. The Chair/Vice Dean also works collaboratively with Graduate Medical Education (GME), Continuing Professional Development, and the Deans for the College of Pharmacy, College of Nursing and College of Public Health to advance the education mission across the MCOM and USF Health. DME (including the MCOM student services) currently consists of 10 faculty members and ~ 50 administrators / staff members. The primary clients for DME are the medical students, DPT students, PA students, the doctoral, post-doc / masters' students, and the faculty / staff educators for the medical and graduate program curriculum. The department interacts with faculty, staff, administrators, students, and healthcare providers across USF Health, USF and other institutions.
POSITION SUMMARY:
The Department of Medical Education Office Manager is responsible for the operational aspects of academic, fiscal, purchasing, employment and payroll administration. The Office Manager supervises assigned support staff in the office in order to fulfill the administrative requirements of the department.
RESPONSIBILITIES:
Establishes and maintains systems for administration of records for the area, including electronic files, records and databases. Coordinates all retreats and meetings for the Director of Finance and Operations, Chair held on and off site including scheduling facilities, meals, itineraries and follow up reports. Arranges and coordinates travel for department staff; faculty and incoming guests and speakers. Composes and prepares written documents and correspondences for the department, including memos, letters, presentations and spreadsheets. Acquires and maintains a full awareness and knowledge of Departmental, College, Health Science Center, University and State policies and regulations; overseeing compliance with them and educating department staff regarding these policies and procedure. Point of contact for all administrative needs across all units with DME and Lehigh Valley Health Network.
Serves as a point of contact with the Central HR and DME and the five units under the DME umbrella. Creating posting, screening applications Directs interview process by setting up phone interviews, in person interviews, receives feedback from all candidates, prepare hiring packets for all open positions under DME. Serves as a backup for all faculty recruitments within DME. Supports the search committee with development of search plan, receiving and posting CV's; scheduling interviews and scheduling meetings/preparing documents for the Search committees. Manages and audits annual and sick leave records and employee timesheets. Administers leave payouts. Submits/Updates Appointment Status Forms (ASF) for DME. Train, supervise and coordinate FWSP and OPS positions in all assigned duties.
Serves as the primary contact with facilities for the MDD (downtown building). Determines the need for office equipment, furnishings, service/maintenance contracts and identifies potential vendors to submit quotes. Responsible for submitting Space impact forms; maintenance requests and working with Facilities department on any projects within the DME floors. Responsible for all major purchases for the department including supplies, catering, flight reservations for CORE and SELECT program, events and retreats. Fulfills purchasing requirements for assigned area, researching items and obtaining price quotes. Prepares and maintains internal accounting records, and other duties related to fiscal administration. Serves as a backup for travel reimbursement forms and travel expense reports for all staff, faculty and students including entering travel authorizations (TAR) and travel expense (TER) reports and tracking the progress of each submitted TAR and TER in order to guarantee timely processing for all staff/faculty members (approximately 75) and all MCOM students (approximately 200) per year.
Coordinates all projects for HR Administrator, Director of Finance & Operations and Vice Dean. Ensures follow through on activities and completion of projects and attends meetings. Establishes project timelines and manages resources accordingly to meet or exceed project objectives. Researches and analyzes relevant data, develops solutions and communications conclusions. Serves as a resource and provides input to the Director of Finance and Operations on implementing or changing policies/procedures to meet goals for DME.
Responsible for scheduling courses/ meetings and events in 25 live for all units under DME. Serves as a liaison between Curriculum coordinator, Curriculum Director, the 25 Live reservation manager and outside entities scheduling events at MDD. Works with the classroom set up team to ensure rooms are set in assigned configurations for courses, meetings and DME events. Proctors National Board and course exams. Performs other duties as assigned by HR Administrator, Director of Finance & Operations and Vice Dean.
POSITION QUALIFICATIONS:
MINIMUM:
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:
Bachelors degree and two years of experience in higher education. Experience working in 25 Live scheduling system, Microsoft suite and canvas.
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