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Office Manager
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Job ID
30785
Location
USF Health
Full/Part Time
Full-Time
Regular/Temporary
Regular
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Position Details
Dept Number/Name: 0-6123-000 / Dept of Internal Medicine
College Division: USF Health-Morsani College of Medicine
Salary Plan: Staff
Job Code/Title : 0716 / Office Manager
Hiring Salary/Salary Range: $45,000.00-$55,000.00
Position Number: 00049098
ORGANIZATIONAL SUMMARY:
The Department of Internal Medicine is the largest and most complex Department in the Morsani College of Medicine with over 26 Divisions, Programs and Centers/Institutes, total human resources in excess of 1,000, and an annual all-source budget in excess of $143,000,000. The Department's ongoing growth includes the restructure of Cardiovascular Sciences from a separate Department to a Division, support of the microbiome initiative, and the execution of clinical, research and education initiatives focused on COVID-19 and emerging infectious diseases. The mission of the Department is to rank among the elite in the nation in the areas of education, research and patient care. The Department provides education and training for a diverse group of medical students, residents, fellows and health personnel from USF and throughout the world.
The Department's research activities are numerous and involve both basic and clinical research activities in all subspecialties of Internal Medicine. Our NIH funding is in excess of $120 million over the past 3 years. Patient care occurs in our affiliated hospitals (including Tampa General Hospital, H Lee Moffitt Cancer Center and Research Institute, James A Haley VA Hospital, Florida Hospital) as well as our state-of-the-art ambulatory health care centers. The Department also provides healthcare support and services via contractual arrangements with many diverse organizations. The US News & World Report recent rankings of our subspecialties include Nephrology at 18, and Gastroenterology at 24 and Primary Care at 67.
The Department's faculty represent a group of dedicated physicians that are well-recognized as leaders in all three mission areas.
POSITION SUMMARY:
This position is expected to perform a wide range of high-level office and administrative support duties for the Chairman and Vice Chair, Operations for the Department of Internal Medicine. The Chairman also has the following administrative roles that would require support: James Cullison Professor of Medicine, Trustee for USF Foundation, Senior Consultant for Publix Pharmacy Vaccine Initiative, FL, Director of the Florida Infectious Disease Institute, Director of Epidemiology and Employee Health at Tampa General Hospital (TGH) and Chairman of the Infection Control Committee at TGH and Administrative support for the Global Emerging Diseases Institute (GEDI) at TGH. This position provides skilled and confidential executive administrative support for the Chairman and Vice Chair, Operations and serves as a liaison between the Department, other Executive leadership office USF Health, TGH, Moffitt and other external stakeholders.
RESPONSIBILITIES:
Clinical Admin Support: Patient Scheduling for Chairman and/or Vice Chair, Operations. Reviews Clinical schedules, inpatient shifts for Divisions of the Department. Data Collection and Analysis. Creates spreadsheets and reporting for Annual reporting of clinical mission areas, and strategic goals of the Department. Perform statistical calculations on data for reports and presentations given by the Chair or Vice Chair, Operations. Assists with inpatient call volume in the Division of Infectious Disease at TGH, where Chairman is housed. Manages complaint process and forwards to appropriate parties within 24 hours of receiving complaints. Workings with Patient Care Coordinator on VIP patient scheduling requests.
Executive Administration: Performs high-level administrative duties required to support the specific responsibilities of the Chairman and Vice Chair, Operations using discretion to make judgments based on standard operating guidelines. This includes, but is not limited to: planning, prioritizing and scheduling meetings and appointments; managing the calendars of the Chairman and Vice Chair, Operations; serving as administrative support person for designated committees, work groups, task forces, and boards; creating agendas, engages with Chairman's Office Administrative support team(s); maintaining meeting minutes, and communicating with internal and external stakeholders; assisting with travel such as booking logistics, arranging/coordinating travel and travel reimbursement for the Chairman and Vice Chair, Operations according to institutional policies; coordinating multiple tasks and data collection to ensure timely completion of assigned projects; and researching data within appropriate deadlines, disseminating information for editing and compilation of final products for submission.
Media Relations: Responds to inquiries to the Chairman's office from external offices, including the media. Drafts response(s) to inquiries as appropriate. Serves as a liaison with other USF Health offices, managing the flow of communication. Interprets and explains policies, answers questions, and independently resolves problems whenever feasible. Examines incoming correspondence to determine priority items while ensuring confidentiality, ensures such priority items are reviewed immediately and compiles information necessary to develop responses to such priority items. Receives guests of the Chairman and Vice Chair, Operations and assists with direction of candidates and visitors to Tampa General Hospital.
Event Coordination: Works with the Communications and Marketing team to assist with weekly Grand Rounds series, planning conferences, workshops, retreats and meetings; supports purchasing requirements of these functions. Composes and/or prepares correspondence, memoranda, promotional materials, forms, manuals, and reports using appropriate word processing, publishing and spreadsheet tools. Assists with larger scale events planning such as annual resident graduation, Celebration of Success and State of the Department events. Other duties as assigned by Chairman, Vice Chair, Operations and/or Department Administrator.
Marketing and Communications: Works with the Communications and Marketing team to prepare presentation materials for use by the Chair and Vice Chair, Operations for editing content and adding appropriate graphic and design elements for dissemination from the Chairman's Office. These responsibilities may include creating web content for social media and/or management of the Department website as well as collaborating on the quarterly departmental newsletter and Chairman's Annual Report to the Dean of the College of Medicine. Performs other duties as assigned in support of overall mission.
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:
Preferred experience would be a Bachelor's or Master's degree, experience working in a administrative health office environment as high-level support, experience in a personal assistant or executive administrative role. Working knowledge of web content, graphic design, and use of programs such as Visio, Publisher, Adobe Creative Cloud, and Microsoft Office Suite. Experience coordinating events and/or communications and marketing positions.
SPECIAL SKILLS/TRAINING:
The candidate must have a proven track record in handling diverse responsibilities, exposure to confidential materials and proficiency in multi-tasking. Experience effectively dealing with senior executives, academia and senior management is also needed. Experience in Microsoft Suite: Outlook, Word, Excel, PowerPoint, Visio, Publisher, and Adobe Creative Cloud.
USF Health
Information for Applicants
This position is subject to a Level 1 criminal background check.
Job Opening Number: 30785
Posting Date:  05/11/2022
Posting End Date: 05/25/2022
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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