This position works closely with department leadership, faculty, and staff to ensure the smooth operation of administrative, academic, and clinical activities. The role requires exceptional organizational skills, discretion, and the ability to manage multiple priorities in a fast-paced environment.
This position is time limited.
Calendar & Scheduling Management
- Manage complex calendars and schedules for the Chair, including prioritizing and resolving conflicts, coordinating internal and external meetings, and preparing related materials.
- Coordinate faculty evaluation and assignment processes, including scheduling and document preparation.
Communication & Liaison Duties
- Oversee communication and correspondence, including monitoring emails, drafting, editing, and proofreading messages, and preparing letters, agendas, spreadsheets, and presentations.
- Act as primary liaison between the Chair’s office and internal departments (USF, TGH) as well as external partners, faculty, staff, students, and leadership.
- Handle sensitive and confidential information regarding patients, faculty, staff, and departmental matters with discretion.
Travel Coordination
- Coordinate domestic and international travel arrangements for the Chair, including flights, hotels, transportation, conference registrations, and related logistics.
- Process all travel authorizations (TARs) and reimbursements in compliance with university policies.
Meeting & Event Support
- Prepare agendas, organize logistics, and provide on-site support for meetings, interviews, conferences, and special events.
- Organize departmental events, including obtaining vendor quotes, purchasing materials, coordinating catering, and managing other required services.
- Attend key meetings to document discussions, decisions, and follow-up actions.
Other Duties
- Perform additional tasks as assigned by the Department Chair.
Minimum Qualifications:
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 Qualifications:
Administrative office experience in an academic health care setting is preferred. Experience supporting an academic Chair or equivalent leadership position. Intermediate to advanced skill and knowledge using Microsoft Office 365 applications.
Senate Bill 1310- The Florida Senate (https://www.flsenate.gov/Session/Bill/2023/1310) is conditional upon meeting all employment eligibility requirements in the U.S.
SB 1310: Substitution of Work Experience for Postsecondary Education Requirements
A public employer may include a postsecondary degree as a baseline requirement only as an alternative to the number of years of direct experience required, not to exceed:
(a) Two years of direct experience for an associate degree;
(b) Four years of direct experience for a bachelor’s degree;
(c) Six years of direct experience for a master’s degree;
(d) Seven years of direct experience for a professional degree; or
(e) Nine years of direct experience for a doctoral degree
Related work experience may not substitute for any required licensure, certification, or registration required for the position of employment as established by the public employer and indicated in the advertised description of the position of employment.
Minimum Qualifications that require a high school diploma are exempt from SB 1310.
Working at USF
With approximately 16,000 employees, the University of South Florida is one of the largest employers in the Tampa Bay area. We are dedicated to cultivating a talented, engaged and driven workforce that strives to be bold. Employees excel in USF‘s rich academic environment, which fosters their development and advancement. In 2025, Forbes recognized USF as one of Florida’s best large employers, ranked No. 1 among the state’s 12 public universities. Our first-class benefits package includes medical, dental and life insurance plans, retirement plan options, employee and dependent tuition programs, generous leave, and hundreds of employee perks and discounts.
About USF
The University of South Florida is a top-ranked research university serving approximately 50,000 students from across the globe at campuses in Tampa, St. Petersburg, Sarasota-Manatee and USF Health. USF is recognized by U.S. News & World Report as a top 50 public university and the best value in Florida. U.S. News also ranks the USF Health Morsani College of Medicine as the No. 1 medical school in Florida and in the highest tier nationwide. USF is a member of the Association of American Universities (AAU), a group that includes only the top 3% of universities in the U.S. With an all-time high of $738 million in research funding in 2024 and as a top 20 public university for producing U.S. patents, USF uses innovation to transform lives and shape a better future. The university generates an annual economic impact of more than $6 billion. USF’s Division I athletics teams compete in the American Athletic Conference. Learn more at www.usf.edu .
Compliance and Federal Notices
This position may be subject to a Level 1 or Level 2 criminal background check.
Applicants have rights under Federal Employment Laws :
The University of South Florida is an equal opportunity employer that does not discriminate against any employee or applicant for employment based on any characteristic protected by law. The University maintains programs for protected veterans and individuals with disabilities in accordance with all applicable federal and state laws.
Family and Medical Leave Act (FMLA)
Applicants for USF employment are entitled to request reasonable accommodation(s) in the application process. A request is to be made at least five (5) working days prior to the time the accommodation(s) is needed. Visit the Central Human Resources ADA Accommodations webpage for more information on requesting an accommodation during the application/interview process.
Equal Employment Opportunity
The University of South Florida is an equal opportunity employer that does not discriminate against any employee or applicant for employment based on any characteristic protected by law. The University maintains affirmative action programs for protected veterans and individuals with disabilities in accordance with all applicable federal and state laws. This job description does not constitute an employment contract.
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