Administrative Specialist (Finance)
Dept Number/Name: 0-6401-000 / College of Public Health-Dean
College Division: USF Health-Coll Public Health
Salary Plan: Staff
Job Code/Title: 2204 / Administrative Specialist
Hiring Salary/Salary Range: $42,000
Position Number: 00047253
ORGANIZATIONAL SUMMARY:
The College of Public Health is one of four colleges within USF Health. The Office of the Vice Dean for Finance & Operations coordinates the College's budget and financial activities, human resources, strategic planning, facilities usage & maintenance, space management, purchasing & p-card. In these capacities, the Vice Dean is responsible for a funding portfolio of approximately $80M annually, upkeep and support of COPH faculty, staff and students in five different sites on campus, and the support of a variety of functions integral to COPH day to day activities. Additionally, the position support the Vice Dean for Faculty Affairs & Development. As a centralized office, it provides support to over 100 faculty in the College's and twelve college-wide centers. Currently there are 33 faculty, staff, & administrative positions reporting to or through the Vice Deans and providing support to the College faculty, staff and students in these administrative areas.
POSITION SUMMARY:
The Administrative Specialist in the College of Public Health Dean's Office will report to and provide administrative support and assistance to the Vice Dean for Finance & Operations and the Vice Dean for Faculty Affairs and Development. The position additionally supports their key administrative teams in all aspects of their collegewide responsibilities. This position requires confidentiality, Microsoft Suite skills and experience, a teamwork mindset and good judgement. The incumbent must possess the confidence required to exercise sound judgement in making decisions and the personal skills necessary for effective communication throughout the college, university and community on behalf of the Vice Deans and/or Dean. The incumbent will serve as the first point of contact in the Dean's Office Suite and as a resource for COPH faculty, staff and students, providing excellent and person-centered customer service. The incumbent will take a leadership role in coordinating various events, special projects, and programs coordinated through the Vice Deans and/or the Dean's office. In addition to providing direct support to the Vice Deans, the incumbent will serve as part of the administrative support team for the College's Dean's Office, providing back-up coverage and assistance to the Dean and other areas when necessary. This position is hybrid and will require the incumbent to work in-person 5 days a week on alternate weeks to meet the needs of the college.
RESPONSIBILITIES:
Dean's Office Administration:
Serve as the first impression and point of contact in the Dean's office. Manage the front office and direct visitors accordingly. Respond to inquiries in the Dean's office, answer questions, and independently resolve problems whenever feasible or direct to appropriate resources. Serve as a liaison with USF Health Vice President's office as well as other administrative offices on the three campuses on behalf of the Vice Deans and/or Dean. Prepare correspondence, forms, and other related documents for the Vice Deans and/or Dean. Assist in preparation of internal processes, PowerPoint presentations, Excel spreadsheets and other materials as needed. Receives, reviews and disperses mail addressed to the Dean's office. Maintain appearance/neatness of Dean's front office area and the Greg Alexander Conference Room.
Calendar Management:
Independently manage the calendars for the Vice Dean for Finance & Operations & Vice-Dean for Faculty Affairs and Development, as well as the Dean's along with and in the absence of the Dean's Executive Assistant. Plan, prioritize, and schedule meetings with deans, faculty, staff, senior administrators within COPH, USF Health, and across the University; as well as outside parties as needed. Coordination of calendars in MS Outlook and collaboration with other office administrative assistants, which may involve challenging negotiations, changing variables, tight timelines, and varying degrees of pressure to achieve objectives. Reserve meeting spaces through the 25Live system. Prepare information, documents and/or meeting space for the meetings. Respond to all scheduling inquiries on behalf of the Vice Deans in a timely manner and with good judgement, while effectively prioritizing sensitive matters and meetings. Coordinate food and beverage catering when needed for meetings.
Travel and P-Card Management:
Coordinate and arrange all aspects of travel and travel reimbursement for the Vice Dean for Finance & Operations & Vice-Dean for Faculty Affairs and Development. Maintain documentation of all travel expenditures. Manage a P-card for travel expenditures and miscellaneous purchases on behalf of the Vice Deans and Dean.
Events:
Manages all aspects of coordination, preparation and follow-through of events for the Dean and the College as needed. Including, but not limited to, arranging catering, space and set-up reservations, decor set-up, guest parking permits, cleanup, etc. There will be one local offsite event annually.
Miscellaneous duties:
Review and approve/decline reservation requests in the 25Live system for the CPH 1003 Greg Alexander Conference room per room guidelines. Perform general office duties including, but not limited to, photocopying, filing, scanning documents, ordering visitor-parking permits, 2-hour departmental permits and maintaining logs for same. Ordering special event parking permits for COPH Advisory Council Meetings and other special meetings/events. Coordinates reserved parking spaces for special guests of the Dean's Office. Maintains office supplies for the Dean's office, coordinates and places supply orders as requested through the BOSS team. Perform other administrative tasks and projects as required to support the mission, vision and strategic goals of the College of Public Health.
Performs other duties as assigned.
POSITION QUALIFICATIONS:
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.
PREFERRED:
Five to seven years of progressive administrative experience.
USF Health
Information for Applicants
This position is subject to a Level 1 criminal background check.
Job Opening Number: 38816
Posting Date: 02/20/2025
Posting End Date: 03/06/2025
How To Apply
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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.
Federal Rights
Applicants have rights under Federal Employment Laws: Family and Medical Leave Act (FMLA) , Equal Employment Opportunity (EEO) and Employee Polygraph Protection Act (EPPA) .
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.
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