Office Administrator (Finance)
Dept Number/Name: 0-6009-000 / HSC Faculty Affairs
College Division: USFHealth-Faculty Affairs
Salary Plan: Administrative
Job Code/Title: 2208 / Office Administrator
Hiring Salary/Salary Range: $51,788 - $56,494
Position Number: 00059422
ORGANIZATIONAL SUMMARY:
The Office of Faculty and Academic Affairs (OFAA) serves as a resource center and facilitation entity for USF Health (Morsani College of Medicine, College of Public Health, Taneja College of Pharmacy, College of Nursing, and School of Physical Therapy & Rehabilitation Sciences) and the University community under the direction of the Senior Associate Vice President of Faculty & Academic Affairs, USF Health and Vice Dean of Faculty Affairs, Morsani College of Medicine; this offiice is directly responsible for USF Health faculty matters and appointments.
The USF Health Office of Human Resources performs a variety of human resources functions which includes Recruitment and Onboarding, Classification & Compensation, Employee Relations, Talent Acquisition and Talent Management for the Staff and Administrative employees of USF Health.
Both offices share the vision of providing strategic, innovative services to achieve employer and organizational excellence. Together, through our talented employees, USF Health is developing real-world solutions to reach our shared value - Making Life Better.
POSITION SUMMARY:
The Office Administrator will provide high-level fiscal, administrative, and business support to the USF Health Office of Faculty and Academic Affairs, with secondary assistance to the Office of Human Resources. The role will assist with the administration of accounts payable, purchasing, accounts receivable, P-card, account reconciliations, travel, and business activity. The Office Administrator will also aid in management of both offices' combined budgets, serving as the main financial resource regarding the 10 funding sources that span across both offices.
RESPONSIBILITIES:
Administrative: Oversees all facets of the daily operations and business practices of USF Health's Office of Faculty and Academic Affairs (OFAA); serves as initial point of contact for the business needs, receives inquiries and directs such inquiries to the appropriate team members for resolution. Provides direct confidential assistance to executive administrator on highly sensitive legal or administrative matters. Manages the travel process for OFAA executives from creation of the Travel Authorization Request to submission of the Travel Expense Report, to include obtaining all receipts, signatures, memos, and other necessary information needed to satisfy USF Travel requirements. Participates in development and implementation of objectives and short-and long-range planning; develops and implements projects and programs to assist in accomplishment of established goals. May maintain and coordinate calendars for senior executives across both offices. Serves as a resource person and keeps up to date with ongoing projects of the executive office. Manages the file and information management system, including overall responsibility for creation, organization, maintenance, custody, archiving, storage, and record retention/destruction process.
Budget and Finance: Under the direction of the Director of OFAA, participates in budget management and funds reconciliation. Reconciles all OFAA accounts and resolves any discrepancies. Gathers data and provides input on needed expenses in preparation of the yearly operating budget. Tracks expenditures and generates monthly, quarterly, and annual financial reports for OFAA?s accounts and performs detailed reviews and analysis of finances. Establishes and implements appropriate bookkeeping and accounting controls for OFAA to ensure financial activities are in compliance with all applicable federal, state, and university policies & procedures.
Purchasing: Responsible for all purchasing activities in the Office of Faculty and Academic Affairs; this includes utilization of Bull Marketplace and/or CODA, requesting quotes, creating purchase orders, and vendor creation as necessary. Serves as the Office?s accounts receivable/billing coordinator and liaison; maintains detailed tracking of status, receipts of goods, reconciliation, and resolves any discrepancies or exceptions to ensure accurate posting of revenue transactions.
Faculty Development and Data Management: Works with the Assistant/Associate Dean of Faculty Development to organize and present the USF Health New Faculty Orientation. Facilitates the coordination of other events including faculty development series and the faculty promotion ceremony. Monitors and tracks Morsani College of Medicine (MCOM) faculty total salary data for each faculty member and captures both University Contracted Salary (UCS) and Academic Support Fund (ASF) salary components. Responsible for making updates to the master tracking sheet via Monday.com to ensure all MCOM faculty salary components are accurately reflected each month. Completes monthly data entries related to USF Health Physician Benefits and Faculty ASF pay.
Performs other duties as assigned.
POSITION QUALIFICATIONS: MINIMUM:
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.
PREFERRED:
Proven experience with business fiscal activities and processes and various business and fiscal financial reporting software and tools. Excellent oral and written communication skills. Excellent organizational skills and strong attention to detail. Intermediate to advanced experience with Microsoft Excel; strong written and oral communication skills. Microsoft Office Suite (Excel, Word, PowerPoint). University or academic healthcare experience preferred.
SPECIAL SKILLS/TRAINING:
Strong data literacy and analysis background; experience with excel, Finance Mart, FAST, & PowerBI to generate financial reports.
USF Health
Information for Applicants
This position is subject to a Level 1 criminal background check.
Job Opening Number: 38792
Posting Date: 02/17/2025
Posting End Date: 03/19/2025
How To Apply
Click on the Apply Now button. When applying to an opening you will have the opportunity to upload a cover letter and resume.
Apply online by completing the required information and attaching your cover letter and resume. Please include your experience as it relates to the qualifications stated above. YOUR COVER LETTER AND RESUME, PLUS ANY OTHER REQUESTED MATERIAL, MUST BE IN ONE ATTACHMENT. Only online applications are accepted for this position.
Click here for additional tutorial information.
To request an accommodation with the application or interview process, please contact Central Human Resources by telephone: 813-974-2970 or email HR-ADA-Request@usf.edu .
Equal Employment Opportunity
USF is an equal opportunity, equal access academic institution that embraces diversity in the workplace.The University of South Florida does not discriminate on the basis of sex and prohibits sexual harassment. Any person may report sex discrimination, including sexual harassment (whether or not the person reporting is the person alleged to be the victim of conduct that could constitute sex discrimination or sexual harassment), in person, by mail, by telephone, or by electronic mail, using the contact information listed for the Title IX Coordinator. Reports may be made at any time either online or directly to the University's Title IX Coordinator.
Federal Rights
Applicants have rights under Federal Employment Laws: Family and Medical Leave Act (FMLA) , Equal Employment Opportunity (EEO) and Employee Polygraph Protection Act (EPPA) .
Work Location
Campus map and location overview:
USF - Health
USF - Tampa Campus
About USF
The University of South Florida is a high-impact global research university dedicated to student success. Over the past 10 years, no other public university in the country has risen faster in U.S. News and World Report's national university rankings than USF. Serving more than 50,000 students on campuses in Tampa, St. Petersburg and Sarasota-Manatee, USF is designated as a Preeminent State Research University by the Florida Board of Governors, placing it in the most elite category among the state's 12 public universities. USF is a member of the American Athletic Conference.
Working at USF
With more than 16,000 employees at USF, the University of South Florida is one of the largest employers in the Tampa Bay region. At USF you will find opportunities to excel in a rich academic environment that fosters the development and advancement of our employees. We believe in creating a talented, engaged and driven workforce through on-going development and career opportunities. We also offer a first class benefit package that includes medical, dental and life insurance plans, retirement plan options, tuition program and generous leave programs and more.
To learn more about working at USF please visit: Work Here. Learn Here. Grow Here .
Connect with us:
