Administrative Specialist - Allergy/Immunology

Demonstrate knowledge of the editorial process and submission of scientific journals.

Track manuscripts through submission process and maintain records of all submitted manuscripts.

Collect, prepare and submit department reports, including annual divisional report and the Robert A Good Endowed Chair report.

Develop and update divisional website.

Organize share drive and maintain all divisional documents.

Assist divisional staff in preparation of presentations, educational materials and seminars.

Demonstrate knowledge of presentation software.

Maintain database of all divisional presentations on share drive.

25% Fellowship Program Administration & Educational Coordination

• Assist the Training Program Director with managing the recruitment responsibilities of the Allergy/Immunology Fellowship Training Program according to ACGME/ABAI/AMA guidelines.
• Prepare and track Appointment Status Forms and contracts for new fellows.
• Assist with orientation, hospital and dictation privileges, computer access, security badges, payroll, ACLS/PALS certification, orientation packets, and housing information for new fellows, rotating residents, and medical students.
• Organize and document elective rotations in Allergy/Immunology for residents/medical students.
• Administer various fellowship program responsibilities within the Division of Allergy/Immunology.
• Assist in maintaining online ACGME Program Information.
• Keep track of budget and expenses related to purchases of supplies, resources, and travel for faculty and fellows in related to training program.
• Coordinate, prepare and assist with evaluations, reports, ERAS, applications and interviews, databases, and questionnaires on behalf of the training program.
• Plan annual in-training exam for Allergy/Immunology Fellows.
• Attend monthly Allergy/Immunology faculty meeting, monthly Education Coordinator meeting, and quarterly GMEC meeting.
• Attend and take minutes at the annual Joint Faculty Meeting.
• Prepare and process inpatient billing for the faculty

15% Executive Support to Division Leadership

• Maintain Division Chiefs' personal calendar and handle personal correspondence to include arranging and coordinating conference calls, travel to conferences, and scheduling meetings.
• Maintain the schedule for weekly laboratory teleconference.
• Attend weekly lab teleconference, prepare meeting minutes, and maintain meeting minute binder.

15% Research Administration & Regulatory Support

• Assist with completion of necessary documentation to conduct study at ACH and USF and /or other institutions. Coordinate IRB submissions, assist in organizing and tracking protocol documents, grants and contracts including timely tracking of renewals and reports.
• Compile data, analyze, and record data in accordance with protocol.
• Assist faculty in preparing grants and protocol applications.
• Maintain and track status of these submissions, help prepare figures, charts, and tables, and assist with creating reference libraries.

10% General Administrative Support

• Compose correspondence, memo, reports, & meeting minutes as instructed or required.
• Type, format, & proofread a variety of material including correspondence, memos, reports, charts, statistics, etc.
• Answer phone calls, take messages and provide information according to established policies.
• Support management of the Allergy/lmmunology/Rheumatology Division.

5% Other Duties

Qualifications

Minimum Qualifications:

This position requires a high school diploma or equivalent, with at least four years of experience in an office or administrative support position. Appropriate college coursework or vocational/technical training may substitute at an equivalent rate for the required experience.

Preferred Qualifications:

• Working knowledge of research principles and procedures
• Knowledge of Institutional and Governmental regulations preferred.
• Knowledge of PC applications including MS Word, MS Excel, MS PowerPoint
• Knowledge of general business practices

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.