OB/GYN Administrative Specialist & Scheduler

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

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.