Admin Specialist, University of South Florida, Tampa, FL

Type: Full-Time
Salary: Salary: $43,763.20-$53,497.60 Annually
Posted: Today
Application Due: 02/13/2026
Category: Administrative Assistants

Job Identification: 42626

Job Category: Admin Support

Apply Before: 02/13/2026, 01:29 PM

Degree Level: High School Graduate

Locations: 12901 Bruce B Downs Blvd, Tampa, FL, 33612, US (Hybrid)

Hiring Salary: $43,763.20-$53,497.60 Annually

Essential Personnel: No
Job Description

The Administrative Specialist performs a wide range of administrative coordination duties, including clinical and academic program support, faculty appointment processes, departmental purchasing, meeting coordination, and communications.

The Administrative Specialist must apply judgment in handling sensitive information, including provider schedules, patient-related inquiries, academic affairs, and departmental operations. This role requires intermediate to advanced proficiency in office systems, university databases, and medical/clinical administrative workflows.

Responsibilities

Department & Clinical Administrative Support

• 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.

Scheduling & Calendar Coordination

• Manage complex calendars for departmental leadership and physicians, including meetings, clinical obligations, academic events, and conferences.
• Coordinate divisional meetings, and departmental events, ensuring appropriate scheduling and logistics.

Correspondence & Documentation

• Prepare departmental correspondence, memos, reports, newsletters, and presentations.
• Assist with maintaining program documentation and supporting departmental communications.

Travel & Reimbursement Coordination

• Arrange travel for faculty and staff attending conferences, professional meetings, and academic events.
• Process travel reimbursements in accordance with university and departmental guidelines.

Confidentiality & Professional Judgment

• Handle sensitive and confidential information related to faculty, staff, clinical operations, and departmental initiatives with discretion and professionalism.

Other Duties

• Perform additional administrative and program support duties as assigned to meet the mission of the OB/GYN department.

Qualifications

Minimum Education & Experience

• High school diploma or equivalent with at least four years of progressively responsible office or administrative support experience. Appropriate college coursework or vocational/technical training may substitute at an equivalent rate for required experience.
• 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.

Preferred Knowledge, Skills & Abilities

• Strong organizational skills and ability to manage multiple priorities in a clinical academic environment.
• Ability to communicate professionally with physicians, patients, staff, and university leadership.
• Experience with scheduling, HR/payroll support, purchasing, and travel coordination.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint) and familiarity with university systems and clinical workflows.
• Ability to maintain confidentiality and apply sound judgment in sensitive situations.

About Us

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.

Apply on institution’s website