Job Description

The Office Manager/Executive Assistant provides administrative support to ensure efficient office operations by serving as the eyes and ears of the office director-providing information, answering questions, and responding to requests.

This position works with sensitive information and must exercise discretion to maintain confidentiality and security, while ensuring compliance with privacy policies and regulations. The Office manager is responsible for meeting deadlines and adapting to changing priorities.

The role is expected to maintain workflow by analyzing and refining standard operating procedures, including scheduling, communications, and office layout. The individual manages calendars for the senior staff, makes travel arrangements, and coordinates internal and external resources to expedite workflow.

Additionally, the position oversees and supports the achievement of organizational goals while upholding best practices aligned with institutional standards.

Responsibilities

Provides general support to visitors, both in person and virtually. Serves as the primary point of contact for internal and external clients. Manages calendars for assigned senior executive(s) and liaises with executive and senior administrative assistants to handle requests and inquiries from senior management.
Answers phone calls and directs callers to appropriate personnel, schedules appointments, signs for incoming packages, and assists clients and visitors. Plans meetings and records detailed minutes to ensure accurate documentation. Coordinates meeting logistics, including room setup and catering.
Prepares and distributes email correspondence, memos, letters, faxes, and forms. Maintains contact lists to support effective communication and assists in the preparation of regularly scheduled reports. Arranges executive travel in accordance with university policies and submits and reconciles related expense reports. Collaborates closely with administrative staff and supports colleagues as needed.
Updates and maintains office policies and procedures. Develops and manages digital and physical filing systems. Monitors inventory levels and orders office supplies from approved vendors as appropriate.
Performs other duties as assigned.

Qualifications

This position requires a high school diploma or equivalent, along with six (3) years of experience in office or administrative positions. Appropriate college coursework or vocational/technical training may be substituted for the required experience on an equivalent basis.

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Office Manager

University of South Florida

4202 E Fowler Ave, Tampa, FL 33620, USA

Job Description

This is a Preview Listing…

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Office Manager

University of South Florida

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Job Description

This is a Preview Listing…

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Office Manager

University of South Florida

4202 E Fowler Ave, Tampa, FL 33620, USA

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This is a Preview Listing…

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Grants to USA Entities for Research on Engineering Systems

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Grants to USA Entities for Nanochemistry, Supramolecular, and Macromolecular Chemistry Research

Grants to USA IHEs, Nonprofits, and Tribes for Chemistry Research on Life Processes

Grants to USA Entities for Chemical Computational Methods, Models, and Theory Research

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2026 AAA Annual Meeting: On the Verge

87th Annual Meeting of the Society for Applied Anthropology

AABA Annual Meeting 2027

75th Annual Highway Geology Symposium

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AGU Fall Meeting 2026

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Office Manager

University of South Florida