Executive Office Administrator (Finance)
Dept Number/Name: 3-5110-000 / Regional Chancellor
College Division: USFSP-Regional Chancellor
Salary Plan: Administrative
Job Code/Title: 2208 / Executive Office Administrator
Hiring Salary/Salary Range: $58,000 - $64,000
Position Number: 00011579 and 00010628
ORGANIZATIONAL SUMMARY:
The Office of the Regional Chancellor at USF St. Petersburg serves as the central leadership hub for the campus, fostering a dynamic, inclusive, and student-centered environment. The office is responsible for setting strategic priorities, engaging with community partners, and ensuring alignment with the University of South Florida's overall mission. Through collaborative decision-making, the office supports academic excellence, campus growth, and the well-being of students, faculty, and staff. Key functions include oversight of campus operations, advocacy for regional interests, and strengthening external relations to enhance USF St. Petersburg role as a vital part of the Tamp Bay community.
POSITION SUMMARY:
As USF St. Petersburg continues to expand its community engagement efforts and host an increasing number of events, the demand for dedicated administrative support has never been greater. The university's commitment to fostering meaningful connections with students, faculty, staff, and external partners requires seamless event coordination, logistical planning and detailed follow-through. Fro large-scale campus gatherings to high-profile community engagement events, the volume and complexity of these activities necessitate a skilled professional to ensure their success. An Executive Office Administrator will provide essential support in managing event logistics, coordinating communications and facilitating smooth execution. This position will be cross-trainged with the other administrative and staff personel in the Office of the Regional Chancellor's suite on the USFSP campus. This position will directly report to Carrie O'Brion as the Chief of Staff to the USFSP Regional Chancellor with a dotted reporting line to both Lisa Laubach and Caryn Nesmith.
Beyond events, this position will also enhance the effectiveness of the Community Relations department and the Chief of Staff's office. As USF St. Petersburg strengthens partnerships across the region, timely and professional administrative support is critical in managing outreach efforts, scheduling key meetings and ensuring follow-ups with stakeholders. Additionally, with the increasing responsibilities placed on the Chief of Staff, having dedicated assistance will improve workflow efficiency, support high-level initiatives, and enhance the overall responsiveness of the Chancellors Office. By investing in this role, the university will not only improve operational efficiency but also elevate the quality of its events, community engagement, and executive administration.
SPECIAL REQUIREMENTS:
Organizational skills. Strategic planning and scheduling skills. Time-management skills. Verbal and written communication skills. Critical thinking skills. Quick-learning skills. Detail-oriented.
RESPONSIBILITIES:
Oversees day-to-day office operations and administrative support activities with the Cheif of Staff on the USFSP campus. Assist in planning, organizing, and executing campus events, including logistical coordination, vendor management, and on-site support. Work closely with internal and external stakeholders to ensure event needs are met, including scheduling venues, managing invitations, and coordinating materials. Serves as a liaison to other executive offices, colleges, the governing board staff, outside counsel, the court system, and the general public.
Assist in coordinating outreach efforts and partnerships with local businesses, government agencies, and community organziations. Manage scheduling and logistics for meetings, campus visits, and engagement activities involving external stakeholders. Maintain contact lists and track engagement efforts to support strategic community relationship-building.
Provide high-level administrative assistance, including managing calendars, scheduling meetings, and preparing documents for the Chief of Staff. Support office operations by maintaining records, handling correspondence and assisting with special projects. Coordinates assignments from executive administrators to correct individuals, including necessary follow-up.
Keeps appointment calendar for executive administrator and schedules meetings and conferences. Coordinates administrative and logistical support for travel to meetings and conferences and attends when needed. Manages and monitors status of the contracts and tracks expenditures.
Cross-train with other office administrative and/or staff personnel in the Office of Regional Chancellor - USFSP campus to ensure workload coverage to avoid potential delays. If applicable, supervises office support staff. Advises on and implements administrative office policies and procedures; develops and implements office forms.
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 three years of related experience. Additional education may not be substituted for this experience requirement.
FLSB1310 Equivalency:
4 years of directly relevant experience may be substituted for bachelor's degree.
PREFERRED:
Preferred applicants will have earned a bachelor's degree in business administration, communications, public relations, or a related field from an accredited higher education institution with at least five years of experience in higher education, nonprofit organziations, or event management.
The selected candidate must have current work authorization in the United States. This position is not eligible for Visa Sponsorship.
USF St. Petersburg
Information for Applicants
This position is subject to a Level 1 criminal background check.
Job Opening Number: 38594
Posting Date: 01/23/2025
Posting End Date: Open until filled
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.
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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.
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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 - St. Petersburg 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.
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