Administrative Specialist

The mission of USF Health Administration is to drive a culture of operational excellence through collaborations and implementation of quality services and systems in support of the USF Health community. The department serves all USF Health mission areas (education, research, and clinical) and is composed of the USF Health Office of Strategic Initiatives, an internal consulting function; the USF Health Project Management Office; and operational and administrative functions such as MDD Building Concierge Services and USF Health space scheduling administration. This position will provide administrative support to the department's leaders and is a member of the Building Concierge Services Team who provide front desk reception services, scheduling and reservation management and general support at the Morsani College of Medicine, Taneja College of Pharmacy, and Heart Institute (MDD) Building located in downtown Tampa.

Administrative Support Responsibilities:

Building Concierge Admin.

Support:

• Serves as the primary point of contact for Building Concierge Services (BCS) and provides reception, navigation, and triage services at the Morsani College of Medicine building (MDD).
• Provides a concierge customer service experience to internal/external stakeholders and independently resolve problems when feasible.
• Triages (in-person, phone, email, Teams) to appropriate building service points of contacts through established processes and platforms.
• Maintains building directory Serves as MDD building liaison to USF Health executive administrative assistants Administrative support for Assistant Vice President, USF Health Org.

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Strategy:

• Manages calendar and schedules meetings
• Plans meetings and develops respective agendas; ensures meeting materials reflect appropriate standards
• Compiles and maintains information that may require research, gathering, compiling, and updating data and records
• Develops documents, presentations and materials as needed

Communication Responsibilities:

• Monitor and respond to BCS email, Microsoft teams chats, and front desk phone.
• Maintain stakeholder building resources and communication channels as directed.
• Monitor internal service communication and collaboration platform to ensure timely, appropriate triage and cross coverage as well as efficient and effective communication.
• Develops building signage and maintains x20 digital signage.
• Serves as backup to coordinator for building tours and monthly onboarding program.

Space Reservation Responsibilities:

• Reviews and approves space reservation requests in the 25Live space reservation system, using established protocols and guiding principles.
• Provides downtown scheduling support to USF Health Administration and USF Health Executive team as needed.
• Ensures internal stakeholders are aware of building amenities, policies, and resources.

Other Responsibilities:

• The administrative specialist performs other duties as assigned by USF Health Administration Leadership.

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.

Degree Equivalency Clause:

Four years of direct experience for a bachelor's degree.

• 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.