Office Administrator

Nature of Work: This position typically reports to a Vice President, Vice Provost, Dean, Associate or Assistant Vice President, General Counsel, or other appropriate administrator. The Office Administrator is a professional administrative position performing work directly related to the management and operation of executive-level offices within the University. This position requires knowledge of the university-wide environment and well-developed skills and abilities in performing a wide range of administrative duties. The position also requires independent decision-making and involves unique and specialized knowledge of the operating policies and procedures of the University. 

This position is time limited. This position requires a level II background check.

•    Oversees day-to-day office operations and administrative support activities.
•     Provides direct confidential assistance to executive administrator on highly sensitive legal or administrative matters.
•     Keeps appointment calendar for executive administrator and schedules meetings and conferences.
•     Coordinates administrative and logistical support for travel to meetings and conferences and attends when needed.
•    Coordinates assignments from executive administrators to correct individuals, including necessary follow-up.
•    Serves as a resource person and keeps up-to-date with ongoing projects of the executive office.
•    Reviews and follows-up on pending files and projects.
•    Serves as a liaison to other executive offices, colleges, the governing board staff, outside counsel, the court system, and the general public.
•     Manages and monitors status of the contracts and tracks expenditures.
•    Coordinates reports as requested.
•    Manages the file and information management system, including overall responsibility for creation, organization, maintenance, custody, archiving, storage, and        record retention/destruction process, including the tracking of file cases.
•    Manages internal and external requests for office files and the return and retrieval of files from other University offices.
•    If applicable, prepares index of prior legal opinions and cases and legal topics files on principles of law for ready reference.
•    Advises on and implements administrative office policies and procedures; develops and implements office forms.
•    If applicable, supervises office support staff.
•    Participates in workshops and seminars on a variety of topics, briefing office staff on pertinent matters and developments.
•    Performs other duties as assigned.

 

•    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.

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.