Executive Administrative Specialist

Dept Number/Name: 0-6201-000 / College Of Nursing-Dean

College Division: USFHealth-College of Nursing

Salary Plan: Administrative

Job Code/Title: 2208 / Office Administrator

Hiring Salary/Salary Range: $63,000 - $70,000

Position Number: 00002137

Organizational Summary

The College of Nursing is one of 14 colleges that comprise the University of South Florida and one of four colleges within USF Health. USF is a member of the prestigious Association of American Universities and is designated as both a Research 1 and a Community-Engaged institution by the Carnegie Foundation. U.S. News & World Report has ranked USF as one of the nation's top 50 public universities for five consecutive years, and in 2023, USF earned its highest ranking ever among all universities public or private. The College of Nursing is recognized as a nursing education and research leader, serving over 2,400 undergraduate, master's, and doctoral students annually. For the third consecutive year, our Master of Science in Nursing program ranked No. 1 among all public Florida Institutions and is proudly positioned at No. 24 nationally. The College of Nursing is an integral part of the USF Health community. We live by our mission to employ the core values of excellence, innovation, inclusion, and respect to educate future nurses, advance nursing science, and implement evidence-based clinical practice to improve health and wellness.

Position Summary

The Office Administrator position reports to the Dean of the College of Nursing. This position uses discretion in making sound judgments, provides specialized administrative support, makes independent decisions, and ensures the security of highly sensitive and confidential matters. In addition to maintaining the Dean's calendar, responsibilities include researching and preparing materials for meetings and agenda items as well as taking accurate notes during meetings.

Responsibilities

• Serves as a liaison to both internal and external constituencies. Explains policies and procedures, answers questions, and independently resolves issues whenever feasible. Prioritizes incoming correspondence, compiles information necessary to develop responses, and responds to routine requests. Receives and triages telephone calls, takes messages, and briefs leadership and/or responds independently, as appropriate. Ensures all information coming in and going out of the Dean's office is timely, relevant, professional, and credible, and that information is acted on appropriately.
• Accurately maintains appointment calendar for the Dean. Schedules meetings and conferences as requested. Coordinates administrative and logistical support for such meetings and conferences. Attends meetings and conferences for and/or with the Dean when needed and takes accurate notes.
• Coordinates and manages the Dean's travel arrangements, including all documents and materials required, as well as reimbursement.
• Oversees the general day-to-day operation of the Dean's Office. Assists with functions related to event planning, both in terms of small and large events. Supervises staff and/or students.
• Prepares presentation materials, editing content and adding appropriate graphic and design elements. Composes and/or prepares correspondence, memoranda, forms, and reports using appropriate software systems. Advises on and implements administrative office policies and procedures; develops and implements office forms.
• Performs other duties as assigned.

Position Qualifications

Minimum 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.

FLSB1310 Equivalency:

4 years of directly relevant experience may be substituted for bachelor's degree.