Administrative Specialist

University of South Florida; Town of Florida (NY); On-site; USD 42,000 - 58,000; Full time

Benefits offered by this job

Medical insurance

Retirement plan

Tuition programs

Generous leave

Job summary

The Administrative Specialist at University of South Florida's OB/GYN department coordinates a wide range of administrative tasks, supporting clinical and academic operations, scheduling, and communication.

You will manage complex calendars for department leadership, prepare memos and presentations, coordinate travel and reimbursements, and safeguard confidential information while partnering with faculty, staff, and external partners.

Qualifications

• High school diploma or equivalent with 4+ years of office/administrative support experience.
• Experience with scheduling, HR/payroll support, purchasing, and travel coordination is a plus.
• Proficiency in Microsoft Office and familiarity with university systems and clinical workflows.

Responsibilities

• Serve as a primary administrative contact for the OB/GYN department, responding to inquiries from faculty, staff, students, and external partners.
• Provide administrative support for clinical and academic operations, including coordination with clinics, labor & delivery units, and specialty programs.
• Manage complex calendars for departmental leadership and physicians, including meetings, clinical obligations, academic events, and conferences.
• Coordinate divisional meetings and departmental events, ensuring scheduling and logistics are aligned.
• Prepare departmental correspondence, memos, reports, newsletters, and presentations.
• Assist with maintaining program documentation and supporting departmental communications.
• Arrange travel for faculty and staff attending conferences, professional meetings, and academic events.
• Process travel reimbursements in accordance with university and departmental guidelines.
• Handle sensitive and confidential information with discretion and professionalism.
• Perform additional administrative and program support duties as assigned.

Skills

Administrative support

Calendar management

Communication

Confidentiality

MS Office

Education

High school diploma or equivalent

4+ years of office experience

Tools

Microsoft Office Suite

University systems

Job description

Job Description

The Administrative Specialist performs a wide range of administrative coordination duties, including clinical and academic program support, faculty appointment processes, departmental purchasing, meeting coordination, and communications.

Job Description

The Administrative Specialist performs a wide range of administrative coordination duties, including clinical and academic program support, faculty appointment processes, departmental purchasing, meeting coordination, and communications. The Administrative Specialist must apply judgment in handling sensitive information, including provider schedules, patient-related inquiries, academic affairs, and departmental operations. This role requires intermediate to advanced proficiency in office systems, university databases, and medical/clinical administrative workflows.

This position is time limited

Responsibilities

Department & Clinical Administrative Support

• Serve as a primary administrative contact for the OB/GYN department, responding to inquiries from faculty, staff, students, and external partners.
• Provide administrative support for clinical and academic operations, including coordination with clinics, labor & delivery units, and specialty programs.

Scheduling & Calendar Coordination

• Manage complex calendars for departmental leadership and physicians, including meetings, clinical obligations, academic events, and conferences.
• Coordinate divisional meetings, and departmental events, ensuring appropriate scheduling and logistics.

Correspondence & Documentation

• Prepare departmental correspondence, memos, reports, newsletters, and presentations.
• Assist with maintaining program documentation and supporting departmental communications.

Travel & Reimbursement Coordination

• Arrange travel for faculty and staff attending conferences, professional meetings, and academic events.
• Process travel reimbursements in accordance with university and departmental guidelines.

Confidentiality & Professional Judgment

• Handle sensitive and confidential information related to faculty, staff, clinical operations, and departmental initiatives with discretion and professionalism.

Other Duties

• Perform additional administrative and program support duties as assigned to meet the mission of the OB/GYN department.

Qualifications

Minimum Education & Experience

• 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.

Preferred Education & Experience

• Strong organizational skills and ability to manage multiple priorities in a clinical academic environment.
• Ability to communicate professionally with physicians, patients, staff, and university leadership.
• Experience with scheduling, HR/payroll support, purchasing, and travel coordination.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint) and familiarity with university systems and clinical workflows.
• Ability to maintain confidentiality and apply sound judgment in sensitive situations.

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) 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

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.