Job Description

The role supports faculty affairs processes, departmental meetings, communications, and key departmental events, requiring independent judgment, discretion, and broad knowledge of university policies and procedures. This role reports directly to the Department Chair.

This position requires a Level II Background check.

Responsibilities

Executive & Chair Support

Provides direct, confidential administrative support to the Department Chair.
Manages and maintains the Chair's calendar, including coordination of complex,
multi-site meetings.
Schedules and supports one-on-one meetings between the Chair and faculty, leadership, and external stakeholders.
Serves as the primary point of contact for the Chair's Office.

Faculty Evaluation & Assignment Support

Assists the Chair with the annual ranked and non-ranked faculty evaluation and assignment processes.
Pre-populates evaluation and assignment forms, disseminates materials, tracks completion, and secures required signatures.
Schedules Chair-faculty evaluation meetings and maintains appropriate records.

Departmental Meetings & Leadership Support

Provides administrative support for departmental meetings, including Division Chiefs’ meetings and All-Faculty meetings.
Prepares meeting agendas, presentation materials, and supporting documentation.
Coordinates speakers and meeting logistics and supports follow-up actions.

Communications & Correspondence

Drafts and processes departmental correspondence on behalf of the Chair.
Prepares department-wide communications, leadership correspondence and reports as directed.
Assists with departmental communications such as the newsletter and annual report.

Liaison & Stakeholder Coordination

Serves as a departmental liaison to USF Health leadership, Faculty Group Practice, Tampa General Hospital, Johns Hopkins All Children's Hospital, St. Joseph's Children's Hospital, and other partners.
Acts as a central point of coordination for administrative staff across clinical and non-clinical divisions.

Visitors & Events

Coordinates itineraries and logistics for external visitors, guest1speakers, and potential faculty recruits.
Participates in the planning and coordination of departmental events, including Grand Rounds and special speakers.

Records & Information Management

Assists with parking coordination for visitors and faculty, as needed.
Performs other duties as assigned in support of the Chair's Office.

Qualifications

This position requires a high school diploma or equivalent, with at least five years of experience in an office or administrative support position or a Bachelor's degree and 3 years of related experience. Additional education may not be substituted for this experience requirement.

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 post-secondary degree as a baseline requirement only as an alternative to the number of years of direct experience required, not to exceed:

Two years of direct experience for an associate degree;
Four years of direct experience for a bachelor’s degree;
Six years of direct experience for a master’s degree;
Seven years of direct experience for a professional degree; or
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.

About Us

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.

University of South Florida

New Jobs

Office Administrator