Office Manager (Finance)
Department Number/Name: 0-6123-000/ Internal Medicine
College Division: USF Health- Morsani College of Medicine
Salary Plan: Staff, Time-Limited
Job Code/Title: 0716/Office Manager
Hiring Salary/Salary Range: $50,000 - $55,000
Position Number: 00057646
The selected candidate must have current work authorization in the United States. This position is not eligible for Visa Sponsorship.
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 $115,000,000.
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. Highlights of our success include Board Pass Rate at 100%; Resident Match Rate at 100%; Growth of residency program from 80 to 115; growth of fellowship programs from 70 to 96; doximity ranking at 84 and USMLE score average increasing from 200 to 247.
The Department's research activities are numerous and involve both basic and clinical research activities in all subspecialties of Internal Medicine. Our current Blue Ridge Institute for Medical Research ranking equals 19. 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 Endocrinology at 13, Nephrology at 18, and Gastroenterology at 24 and Pulmonary at 28.
The Department's faculty represent a group of dedicated physicians and research scientists that are well-recognized as leaders in all three mission areas.
POSITION SUMMARY:
The Executive Assistant provides administrative support to ensure efficient office operations by serving as the eyes and ears of the office, providing information, answering questions, and responding to requests. This position works with sensitive information with discretion to maintain confidentiality and security and ensure compliance with privacy policies and regulations, and ensures that deadlines are met and adapts to changing priorities. The position is expected to maintain workflow by analyzing and refining standard operating procedures, such as scheduling, communications, and office layout. He or she manages calendars for senior staff, including making travel arrangements and coordinates internal and external resources to expedite workflow. the position is charged with overseeing and achieving organizational goals while upholding best practices, aligned with the institution.
RESPONSIBILITIES:
Provides general support to visitors (physically or virtually). Serves as the point of contact for internal and external clients. Manages calendars of assigned senior executive(s). Liaises with executive and senior administrative assistants to handle requests and queries from senior managers. Answers phone calls and directs callers to appropriate personnel, schedules appointments, signs for incoming packages, and assists clients and other visitors.
Plans meetings and takes detailed minutes for recording and memorializing. Coordinates logistics for meetings, including room setup and catering. Writes and distributes email, correspondence memos, letters, faxes and forms. Maintains contact lists for information dissemination. Assists in the preparation of regularly scheduled reports.
Arranges executive travel following university established policies; submits and reconciles associated expense reports. Works closely with other administrative staff and supports other colleagues as needed.
Updates and maintains office policies and procedures. Develops and maintains any digital or physical office filing system. Maintains inventory and orders office supplies from approved vendors as appropriate.
Performs other duties as assigned.
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.
SPECIAL SKILLS/TRAINING:
Knowledge of office management systems and procedures. Working knowledge of office equipment, like printers and fax machines. Proficiency in MS Office (MS Outlook, MS Excel and MS PowerPoint, in particular). Excellent time management skills and the ability to prioritize work. Attention to detail and problem solving skills.
USF Health
Information for Applicants
This position is subject to a Level 1 criminal background check.
Job Opening Number: 38784
Posting Date: 02/17/2025
Posting End Date: 03/03/2025
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.
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To request an accommodation with the application or interview process, please contact Central Human Resources by telephone: 813-974-2970 or email HR-ADA-Request@usf.edu .
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
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