Office Manager

Job Description

The Department of Internal Medicine is the largest and most complex department in the Morsani College of Medicine with over 26 Division, Programs and Centers/Institutes, total human resources in excess of 1,000, and an annual all-source budget in excess of $115,000,000.

The mission of the Department is to rank among the elite in the nation in the areas of education, research and patient care. The Department provides education and training for a diverse group of medical students, residents, fellows and health personnel from USF and throughout the world. Highlights of our success include Board Pass Rate at 100%; Resident Match Rate at 100%; Growth of residency program from 80 to 115; growth of fellowship programs from 70 to 96; Doximity ranking at 84 and USMLE score average increasing from 200 to 247.

The Department's research activities are numerous and involve both basic and clinical research activities in all subspecialties of Internal Medicine. Our current Blue Ridge Institute for Medical Research ranking equals 19. Patient care occurs in our affiliated hospitals (including Tampa General Hospital, H Lee Moffitt Cancer Center and Research Institute, James A Haley VA Hospital, Florida Hospital) as well as our state-of-the-art ambulatory health care centers. The Department also provides healthcare support and services via contractual arrangements with many diverse organizations. The US News & World Report recent rankings of our subspecialties include Endocrinology at 13, Nephrology at 18, and Gastroenterology at 24 and Pulmonary at 28.

The Department's faculty represent a group of dedicated physicians that are well-recognized as leaders in all three mission areas.

The Office Manager serves as the initial point of contact for their assigned division(s) and assists the Division Director and Clinical Section Administrator with operational and administrative activities related to the Division, acting as a liaison to the faculty, staff and other clinical areas. This position works closely with the Clinical Section Administrator to determine how best to meet the administrative requirements for the area. This position operates under regular deadline pressure in order to meet administrative and human resources requirements.

Responsibilities

Office Operations: Oversees day-to-day office operations and support activities. Provides direct, confidential assistance to the Division Director and Clinical Section Administrator and engages in highly sensitive operational, legal or administrative matters. Create agendas, maintain minutes, and communicate to members of the group. Performs specialized office duties required to support the specific responsibilities of the Clinical Section Administrator, using discretion to make judgments based on operating guidelines. Runs/prepares reports and provides data for analyzing by division leadership. Advises on and implements division administrative office policies and procedure; develops and implements internal forms. Supports purchasing requirements for office, including but not limited to: research items, obtains price quotes, enters information into university systems, receives purchase orders, and maintains information as required.

Division Employment Assistance: Works closely with Division Director and Clinical Section Administrator to manage divisional recruitment and human resource initiatives including but not limited to search committee support, candidate itinerary preparation, taking meeting minutes and compilation of documents. Assists with employment, administration and other human resources processes. Maintains appointment paperwork requirements for faculty, staff, and student employees. Oversees and audits divisional leave requests.

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 of the division. Composes and prepares written documents and correspondence for the office, including memos, letters, presentations, and spreadsheets.

Performs other duties as assigned.

Qualifications

MINIMUM:
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.

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.

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.

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