| Position Details
Dept Number/Name: 0-6001-000 / USF Health Vice President/Dean’s Office College Division: USF Health Salary Plan: Staff Job Code/Title: 2201 / Staff Assistant Hiring Salary/Salary Range: $27,500 – $33,600 Position Number: 00030642 ORGANIZATIONAL SUMMARY: The USF Health Morsani College of Medicine Vice President/Dean’s Office supports USF Health and making life better. We are an enterprise for change in the way we understand health and how it transforms our quality of life. USF Health’s mission is to envision and implement the future of health. Our commitment is to improve the full spectrum of health, from the environment, to the community, to the individual. Together through talent and innovation, USF Health is integrating research, education and health care to reach our shared value – making life better. USF Health is the partnership of the University of South Florida Morsani College of Medicine, the College of Nursing, the College of Public Health, the College of Pharmacy, the School of Biomedical Sciences and the School of Physical Therapy and Rehabilitation Sciences; and the Doctors of USF Health. USF Health is an integral part of the University of South Florida, a high-impact, global research university dedicated to student success. POSITION SUMMARY: As the Staff Assistant/Front Desk Receptionist, manages and assures all foundational needs for smooth functional office operations, coupled with efficient and effective communication for all staff within the Vice President / Dean’s office. Provides skilled administrative and professional support within the office and assistance as required to other staff and executives within USF Health, outside vendors and other visiting executives – i.e.: high level executives, President’s Cabinet, Board of Governors, Legislative staff, etc. Utilizes wise, active judgment for maintaining of office supplies, office equipment and supply orders for copy and fax machines, filing and mailing supplies, drink orders, refrigerator, coffee supplies, ice maker, telephones, furniture, restrooms, A/C/heat. Ability to be flexible in a high paced environment. Manages and delegates, follows up on revisions and updates to office policies and procedures. RESPONSIBILITIES: Manage multiple phone lines for the USF Health Morsani College of Medicine/Vice President/Dean’s office, routing calls professionally, courteously and appropriately. Maintain consistent atmosphere of professionalism and management. Greet and assist visitors professionally including but not limited to: multi-million dollar donors, VP’s, President of the USF and other universities and affiliations. Oversee and manage distribution of sensitive material according to policy and procedure. Demonstrate consistent ability, effective communication, and guarantee professional and confidential support. Maintains appropriate levels of office supplies, coffee and beverages. Assists with postage, mailing and freight orders. Responsible for staying within the Morsani College of Medicine VP/Dean’s budget regarding spending for inventory and office supplies. Oversees signature approval needed for various check requests including Purchase Orders and Foundation check requests. Assures special orders are processed in a timely manner. Analyzes inventory needs and implements controls to achieve cost reduction for each year and meets budget controls. Creates and manages multiple filing systems. Assures the proper placement of files: i.e., Purchase Orders, Faculty Leave Requests and other important office documentation. Restocks department copies with paper, ink cartridges and staples. Provides skilled administrative support for the office. Schedules and coordinates meetings to include room reservation, ordering catering and meeting room set up and clean up. Coordinates parking requests. Prepares Leave requests, medical membership subscriptions and organizes files. Serves as liaison between the USF Health Morsani College of Medicine Vice President/Dean?s office and other USF executive officials, departments and colleges as well as many outside affiliates. Additional support provided to the office includes document preparation, preparation of correspondence and reports, sorts and distributes mail, filing and assisting with calendars and scheduling. Maintains office Administrative support leave calendar. Assures implementation and provides one-on-one training of the process to others. Designs and evaluates system for efficiency. Maintains VP/Dean?s state car vehicle calendar and reservation schedule. Prepares and submits online work orders (facilities management). Processes and tracks contractual agreements with outside vendors. Makes sure all paperwork is in order. Other duties as assigned to include errands and driving to various locations. POSITION QUALIFICATIONS: MINIMUM: This position requires a high school diploma or equivalent, with two or more years of experience in an office or administrative support position. College or other relevant post-secondary coursework may substitute for the experience requirement on a year for year basis. Testing may be required to assess competency on word processing software. PREFERRED: Bachelor’s Degree from an accredited college or university and the equivalent of four years of experience as an administrative assistant or in a professional office support position. Previous experience supporting a dean or vice president in a university setting. Proficiency working with Micro Soft Outlook, Word and Excel. Outstanding customer service skills. Ability to multi-task. SPECIAL SKILLS/TRAINING & ADDITIONAL INFORMATION: Hours may alternate between 7:30am to 4:30pm, 8am to 5pm and 8:30am to 5:30pm. Valid driver’s license is required. Superior written and verbal communications skills. High attention to detail and strong organizational skills. Advanced level proficiency in the use of standard desktop applications, including the ability to produce documents and presentations of all kinds using word processing, spreadsheet and presentation software tools. Information for Applicants This position is subject to a Level 1 criminal background check. How to Claim Vet 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. For information on obtaining a DD 214 visit http://www.archives.gov/veterans/military-service-records/ or call 1-866-272-6272. Apply Now. When applying to an opening you will have the opportunity to upload a cover letter and resume. https://www.indeed.com/cmp/University-of-South-Florida?campaignid=vjcmpinfo&from=vjcmpinfo&fromjk=009f39926490281d Equal Employment Opportunity USF is an equal opportunity, equal access academic institution that embraces diversity in the workplace. Work Location Campus map and location overview: USF – Health USF – Tampa Campus About USF The University of South Florida System is a high-impact, global research system dedicated to student success. The USF System includes three institutions: USF; USF St. Petersburg; and USF Sarasota-Manatee. The institutions are separately accredited by the Commission on Colleges of the Southern Association of Colleges and Schools. All institutions have distinct missions and their own detailed strategic plans. Serving over 48,000 students, the USF System has an annual budget of $1.6 billion and an annual economic impact of $4.4 billion. USF is a member of the American Athletic Conference. Working at USF With more than 16,000 employees in the USF System, 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. |
$27,500 – $33,600 a year
