Dean's Office Administrator

University of South Florida in; Tampa (FL); On-site; USD 50,000 - 85,000; Full time

Job summary

The Dean's Office Administrator (Finance) at University of South Florida in Tampa supports the Dean of the College of Arts and Sciences, handles confidential matters, and ensures sound administrative operations, calendar management, meeting preparation, and note-taking.

This role requires discretion, independent decision-making, and the ability to research and prepare meeting materials, with flexible handling of sensitive information and coordination of travel for the Dean.

Qualifications

• High school diploma or equivalent with 5+ years of office/administrative experience, or a Bachelor's degree with 3+ years of experience.
• Experience maintaining executive calendars, preparing meeting materials, and taking accurate notes.
• Ability to handle highly confidential information with discretion and sound judgment.
• Independent decision-making when addressing administrative issues and staff coordination.

Responsibilities

• Maintain the Dean's calendar and schedule meetings.
• Prepare materials for meetings and create agendas.
• Take accurate notes during meetings and distribute them as needed.
• Coordinate travel arrangements and reimbursement for the Dean.
• Oversee day-to-day operations of the Dean's Office and supervise staff or students.
• Develop and implement office forms and procedures; advise on policies.

Skills

Calendar management

Administrative support

Meeting preparation

Notes taking

Research materials

Education

High school diploma or equivalent

Bachelor's degree (optional substitution)

Job description

Dean's Office Administrator (Finance)

The Dean's Office Administrator position reports to the Dean of the College of Arts and Sciences (CAS). 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.

Organizational Summary

The College of Arts and Sciences is the intellectual heart of the University of South Florida. We are a community of teachers and scholars united in the belief that broadly educated people are the basis of a just, free, and prosperous society. By focusing on the big questions facing all of humanity, we prepare students for successful, socially responsible personal and professional lives. By conducting innovative, interdisciplinary research and scholarships, we advance knowledge in ways that prepare us to address complex social and scientific problems and enhance the quality of life for people and communities.

There are 28 departments and 27 centers and institutes within the College of Arts and Sciences. These areas comprise of approximately 700+ faculty members and 200 staff plus many OPS and student employees.

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.

• 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.

Preferred Qualifications

Bachelor's degree and 3 years of related experience. Additional education may not be substituted for this experience requirement.

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.

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 programs for protected veterans and individuals with disabilities in accordance with all applicable federal and state laws. 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 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.

• 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, memorandum, 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