Office Manager

University of South Florida•Tampa, FL

13d

About The Position

The Department of Internal Medicine is the largest and most complex department in the Morsani College of Medicine with over 26 Division, Programs and Centers/Institutes, total human resources in excess of 1,000, and an annual all-source budget in excess of $115,000,000. The mission of the Department is to rank among the elite in the nation in the areas of education, research and patient care. The Department provides education and training for a diverse group of medical students, residents, fellows and health personnel from USF and throughout the world. Highlights of our success include Board Pass Rate at 100%; Resident Match Rate at 100%; Growth of residency program from 80 to 115; growth of fellowship programs from 70 to 96; Doximity ranking at 84 and USMLE score average increasing from 200 to 247. The Department's research activities are numerous and involve both basic and clinical research activities in all subspecialties of Internal Medicine. Our current Blue Ridge Institute for Medical Research ranking equals 19. Patient care occurs in our affiliated hospitals (including Tampa General Hospital, H Lee Moffitt Cancer Center and Research Institute, James A Haley VA Hospital, Florida Hospital) as well as our state-of-the-art ambulatory health care centers. The Department also provides healthcare support and services via contractual arrangements with many diverse organizations. The US News & World Report recent rankings of our subspecialties include Endocrinology at 13, Nephrology at 18, and Gastroenterology at 24 and Pulmonary at 28. The Department's faculty represent a group of dedicated physicians that are well-recognized as leaders in all three mission areas. The Office Manager serves as the initial point of contact for their assigned division(s) and assists the Division Director and Clinical Section Administrator with operational and administrative activities related to the Division, acting as a liaison to the faculty, staff and other clinical areas. This position works closely with the Clinical Section Administrator to determine how best to meet the administrative requirements for the area. This position operates under regular deadline pressure in order to meet administrative and human resources requirements.

Requirements

This position requires a high school diploma or equivalent, with six years of experience in office or administrative positions.
Appropriate college coursework or vocational/technical training may substitute at an equivalent rate for the required experience.
Four years of direct experience for a bachelor’s degree.

Responsibilities

Oversees day-to-day office operations and support activities.
Provides direct, confidential assistance to the Division Director and Clinical Section Administrator and engages in highly sensitive operational, legal or administrative matters.
Create agendas, maintain minutes, and communicate to members of the group.
Performs specialized office duties required to support the specific responsibilities of the Clinical Section Administrator, using discretion to make judgments based on operating guidelines.
Runs/prepares reports and provides data for analyzing by division leadership.
Advises on and implements division administrative office policies and procedure; develops and implements internal forms.
Supports purchasing requirements for office, including but not limited to: research items, obtains price quotes, enters information into university systems, receives purchase orders, and maintains information as required.
Works closely with Division Director and Clinical Section Administrator to manage divisional recruitment and human resource initiatives including but not limited to search committee support, candidate itinerary preparation, taking meeting minutes and compilation of documents.
Assists with employment, administration and other human resources processes.
Maintains appointment paperwork requirements for faculty, staff, and student employees.
Oversees and audits divisional leave requests.
Serves as a resource person and keeps up-to-date with ongoing projects.
Responsible for duties as required to support the mission and function of the division.
Composes and prepares written documents and correspondence for the office, including memos, letters, presentations, and spreadsheets.
Performs other duties as assigned.