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ADMINISTRATIVE ASSISTANT - SENIOR

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Posting Details

Posting Details

Position Title ADMINISTRATIVE ASSISTANT - SENIOR
Job Category Administrative
Posting Number 20172424
Position Status Active-Full-Time
Positions Supervised
Customer Service Statement

CUSTOMER SERVICE: Demonstrate adherence to the Group’s Customer Service Standards designed to support the mission of USF Health: enhancing life by improving health through research, education and healthcare. Our commitment is to improve the full spectrum of health, from the environment, to the community, to the individual. Together, through talent and innovation, USF Health is developing real-world solutions to reach our shared value – making life better.

Position Summary

Provides administrative support to Chairman and Administrator with particular emphasis on faculty affairs. Serves as HR representative for department.

Position Requirements

Educational Requirements: Associate’s degree in business or secretarial science or progressively responsible experience in comparable setting.

Experience Requirements: 4 years of progressive administrative experience

Business Skill Requirements: Excellent computer skills necessary including all Microsoft Office products. Independent judgment skills necessary.

  • Requirements reflect the minimum level necessary to be eligible for this position. Equivalent combinations of education and experience may be considered.

Preferred Attributes: Reliable, well organized, detail oriented, motivated.

Customer Service Performance

CUSTOMER SERVICE PERFORMANCE EXPECTATIONS: Courteous and helpful behavior towards patients, physicians, coworkers and external customers; professional and efficient verbal and written communications; accomplishing tasks through teamwork and initiative; and ensuring a timely and thorough response to complaints and/or critiques, and anticipating the needs of all you come in contact with.

Physical Demands
Special Instructions to Applicants
Location HEALTH SCIENCE-TAMPA
Department Name Dermatology
Work Schedule Summary

Specific Duties and Responsibilities

Percentage 20
Duties

Respond to and initiate inquiries (regarding purchasing, personnel, facilities, administration, academics, etc.). Explains policies, answers questions and independently resolves problems whenever feasible.

Percentage 20
Duties

Plans, prioritize and schedule meetings and appointments for Chairman and other faculty and management, working closely with Dean’s office and other executive management. Makes decisions on a daily basis regarding calendars. Deals with large quantity of sensitive and confidential materials in discrete manner.

Percentage 15
Duties

Analyze quantitative and qualitative data to produce reports for internal and external use utilizing information from CODA, COGNOS, FAST, GEMS, and USF Foundation.

Percentage 10
Duties

Maintain, updates, adds and deletes entries to Departmental databases. Creates new databases as needed utilizing computer skills to develop. Maintain “cash” log book for any checks processed through Department, address/telephone lists, and key cabinet.

Percentage 10
Duties

Maintains required records and reports, establishing systems for retrieval of data in electronic and/or paper formats.

Percentage 5
Duties

Creates and manages various departmental databases. Responsible for researching product as needed and ordering all departmental supplies; working with Department Manager – Finance with regard to Inventory control and budget.

Percentage 5
Duties

Assists the Department Managers and Education Coordinator with special projects such as annual Resident interview day, orientation of new faculty, staff and residents, continuing professional education functions, etc. This would entail utilizing judgment and independent thinking to create, edit and produce documents in Word, Excel, PowerPoint, Access, etc. Performs other related duties administrative/secretarial as needed.

Percentage 5
Duties

Act as Department Attendance and Leave Coordinator for State employees having significant responsibilities to ensure compliance with attendance and leave policies and procedures. These responsibilities include maintaining accurate records and timekeeping, auditing records and advising the department on overtime situations and ensuring that leave benefits are administered in accordance with applicable Federal and Florida state laws as well as USF rules. Further responsible for required paperwork of providers for clinic cancellations and changes. Reviews content of faculty travel and reimbursement requests for compliance with Departmental and Practice policies.

Percentage 5
Duties

Responsible for journal control log for Department and organizing and shipping of journals for binding and subsequent shelving in Department Library. Responsible for copies of special articles at the request faculty.

Percentage 5
Duties

Other duties as assigned.

Posting Specific Questions

Required fields are indicated with an asterisk (*).

  1. * Do you have a High School Diploma or Equivalent?
    • Yes
    • No

Applicant Documents

Required Documents
  1. Resume
Optional Documents
  1. Cover Letter
  2. Letter of Recommendation 1
  3. Letter of Recommendation 2
  4. Letter of Recommendation 3