Office Manager na The University of South Florida Board of Trustees

Executive Office Support:

• Manage daily operations and administrative activities for the RVCAF office.
• Provide direct, confidential assistance on sensitive legal and administrative matters.
• Advise on and implement office policies and procedures; develop and maintain office forms.
• Maintain the RVCAF’s calendar, schedule meetings, conferences, and travel arrangements.
• Coordinate logistics for guests visiting the RVCAF or other executives.
• Track attendance and leave; maintain records, prepare reports, and conduct audits.
• Facilitate recruitment processes including screening, selection, and appointment.

Administrative Coordination:

• Coordinate assignments from the RVCAF to staff and ensure follow-up.
• Maintain awareness of ongoing executive office projects and serve as a resource.
• Review and follow up on pending files and initiatives.
• Represent the RVCAF in communications with other executive offices, colleges, boards, legal counsel, public agencies, and external organizations.
• Supervisor Student Assistants.

Facilities & Committee Support:

• Maintain calendars for conference rooms.
• Staff and maintain records for the Campus Space Advisory Committee.

Contract & Financial Support:

• Communicate with the Office of the General Counsel regarding contract development and review.
• Monitor contract status and coordinate with Financial Services on expenditures.
• Serve as backup for purchasing activities, including invoice payments, purchase orders, and travel expense reports.

Records Management:

• Manage the office’s file and information system, including creation, organization, archiving, and retention/destruction processes.

Other Duties:

• Perform administrative assistant duties for the RVCAF.
• Serve as backup for the Regional Vice Chancellor’s support staff, including screening calls and directing inquiries.

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.

Required Skills and Qualifications:

• Strong organizational skills and attention to detail.
• Effective strategic planning, critical thinking, and problem-solving abilities.
• Proficiency in scheduling, time management, and multitasking.
• Excellent verbal and written communication skills.
• Ability to maintain confidentiality and exercise sound judgment.
• Experience with HR processes, payroll systems, and administrative coordination preferred.

Degree Equivalency Clause: Four years of direct experience for a bachelor’s degree.
• 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.