Administrative Specialist

Administrative Specialist

The USF Health Taneja College of Pharmacy is managed by the Dean and an actively engaged administrative leadership team. The mission of the college is to transform health through educating students to be outstanding and successful practitioners and leaders in the profession; through leading in discovery and innovation of education and practice in pharmacy; and through delivering the highest quality care in diverse, interprofessional clinical and community settings.

This position will report to the Associate Dean of Finance, Operations, & Administration in the Taneja College of Pharmacy. The Administrative Specialist will perform a wide variety of day-to-day office and clerical duties for the Office of Research and Business (ORB). This position will also provide skilled and professional support in areas such as supporting purchasing requirements, and plan, prioritize and scheduling meetings, travel, planning and providing logistical assistance for events and other duties as assigned to manage successful operations of the college.

This is an in person position in the USF Health Water Street location in downtown Tampa.

Compile and maintain information that may require web or library researching, gathering, compiling, and updating data and department records. Prepare presentation materials for use by others, editing content and adding appropriate graphic and design elements. Composes, types, and distributes departmental meeting notes, correspondence, forms, and reports of a moderate complexity. Produces documents requiring intermediate knowledge of word, excel, and/or PowerPoint. Compose and/or prepare correspondence, memoranda, promotional materials, forms, newsletters, manuals, and reports using appropriate word processing and spreadsheet tools.

Perform basic statistical calculations on data for reports and presentations. Communicates with stakeholders on behalf of the ORB team. Plan, prioritize and schedule meetings and appointments for the Dean, Associate Dean and ORB members. Make decisions daily based on calendar availability. Coordinates mailings and assembles documents for meetings, workshops, and conferences. Provides information, assistance, and services to faculty, staff, and students contacting the office, answering inquiries independently in person, by telephone, or in electronic or paper correspondence.

Scheduling rooms in 25live and reserving parking spaces for guests. Responds 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 for the college, researching items, and obtaining price quotes, entering information into university systems, entering purchase orders, processing UMSA check requests, processing foundation check requests and maintaining P-Card information as required.

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. Supports basic office moves, sets up office equipment repairs, and arranges for general office or building repairs. Operates office equipment, including copiers, scanners, and printers to meet document preparation and production requirements. Performs other duties as assigned.

Minimum:
This position requires a high school diploma or equivalent, with 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 for the required experience. Degree Equivalency Clause:
Four years of direct experience for a bachelor's degree. Senate Bill 1310
- The Florida Senate is conditional upon meeting all employment eligibility requirements in the U.S. Preferred:
Knowledge of USF processes and systems including USF purchasing and travel policies and procedures. Advanced knowledge of Microsoft Office Suite.

Working at USF

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