Office Manager - FL CEMS (Finance)
Dept Number/Name: 0-6148-000 / Emergency Medicine
College Division: USFHealth-College of Medicine
Salary Plan: Staff
Job Code/Title: 0716 / Office Manager
Hiring Salary/Salary Range: $45,163 - $55,206
Position Number: 00058948
ORGANIZATIONAL SUMMARY:
The Florida Center for Emergency Medical Services (FL-CEMS) at the University of South Florida was established to implement innovative studies and explore critical areas of emergency medical services (EMS) known to have profound impacts on patient outcomes, EMS methodologies, and the public good. Its primary areas of focus include advancements in cardiopulmonary resuscitation techniques, refinement of EMS educational curricula, enhancement of strategies leading to effective EMS research into disaster response, and the optimal function and design of EMS systems. Florida CEMS is a center within at the University of South Florida Morsani College of Medicine.
POSITION SUMMARY:
This position reports to the Executive Director and serves as the primary position to address administrative requirements for the FL-CEMS and Department of Emergency Medicine. This position will perform a wide range of administrative and operational duties across mission areas, including fiscal, human resources, purchasing, and travel needs, as well as assisting in the handling of information requests, planning conferences and meetings. This position will ensure the phone calls and emails to the main FL-CEMS office will be properly addressed or redirected as required.
RESPONSIBILITIES:
Administrative Support: Prepare presentation materials for others to use, edit content, and add appropriate graphic and design elements. These responsibilities may include creating basic web content. Plan, prioritize, and schedule meetings and appointments on behalf of FL-CEMS leadership. Make decisions daily regarding calendars. Assist with grant proposals and serve as a resource for information related to the administration of grants and contracts. Act as a liaison for communication to internal and external customers as it relates to the FL-CEMS Center. Fulfills purchasing requirements for assigned area, researching items and obtaining price quotes, entering information into university systems, receiving purchase orders, maintaining P-Card information, and reconciling purchases.
Transactional Duties: Perform specialized administrative duties required to support the FL-CEMS Center, using discretion to make judgments based on operating guidelines. Support purchasing requirements for the Department of Emergency Medicine and FL-CEMS Center, researching items and obtaining price quotes, entering information into university systems, receiving purchase orders, and maintaining P-Card information as required. Arrange and coordinate travel and travel reimbursement for staff.
Project Coordination: Serves as a resource person and keeps up-to-date with ongoing projects. Responsible for duties as required to support the mission and function. Establishes and maintains systems for administration of academic records for the area, including electronic files, records, and databases. Provides oversight for the composition and preparation of written documents and correspondence for the office, including memos, letters, presentations, and spreadsheets. Assist in Center Communication. Assist in updates and maintenance of community engagement resources (i.e. website, research pages). Assist in management of social media pages related to FL-CEMS and Department of Emergency Medicine. Arranges and coordinates travel for department staff, faculty, and incoming guests and speakers. Coordinate logistics associated with special events hosted by the Center.
Administrative: Aids with Human Resources with the on boarding of new faculty and staff. Aids with Search Committee minutes, Itinerary Development, and general HR functions. Supports employment administration and human resources processes, serving as a point of contact with the central HR department. Administers appointment paperwork requirements for staff and faculty. Fulfills administrative requirements for staff and faculty within area of responsibility.
POSITION QUALIFICATIONS:
MINIMUM:
This position requires a high school diploma or equivalent, with at least six years of experience. Additional education may not be substituted for this experience requirement.
PREFERRED:
Advanced knowledge of secretarial practices and experience with marketing. Advanced knowledge of word processing, spreadsheet, and other personal computer applications. Advanced knowledge of office practices and procedures. Previous medical experience or work in a multi-physician office is helpful and preferred. Experience with coordinating and planning events.
USF Health
Information for Applicants
This position is subject to a Level 1 criminal background check.
Job Opening Number: 38523
Posting Date: 01/09/2025
Posting End Date: 01/23/2025
How to Claim Veteran's Preference:
This position allows eligible veterans and their spouses to claim Veterans' Preference pursuant to Florida Statute 295.
Applicants claiming preference are responsible for providing required documentation AT THE TIME OF SUBMITTING APPLICATION; such documentation is required for eligibility determination.
Supporting documentation, in addition to the DD214, may be required based on eligibility criteria. If you are submitting a DD 214, please ensure the social security number and date of birth is redacted/removed.
For information on obtaining a DD 214 visit http://www.archives.gov/veterans/military-service-records/ or call 1-866-272-6272.
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.
USF's Equal Opportunity Affirmative Action Statement .
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:
