Administrative Specialist (Finance)
Organizational Unit:
The USF Health Taneja College of Pharmacy is managed by the Dean and an actively engaged administrative leadership team. The mission of the college is to Transform Health through educating students to be outstanding and successful practitioners and leaders in the profession; through leading in the discovery and innovation of education and practice in pharmacy; and through delivering the highest quality care in diverse, interprofessional clinical and community settings.
Position Summary:
This position provides essential administrative support to the Assistant Dean of Experiential Education and, as needed, to the Director of Postgraduate Training Programs. Primary responsibilities include coordinating daily operations within the Office of Experiential Education (OEE), ensuring efficient workflow, and supporting the execution of strategic initiatives. This role involves managing scheduling, correspondence, and documentation related to experiential education programs, as well as assisting in the preparation and organization of materials for site visits, preceptor communications, and student onboarding. Additionally, the position plays a key role in tracking and maintaining compliance records for students and preceptors, facilitating the execution and renewal of affiliation agreements in collaboration with the legal department, and compiling data for reporting and quality improvement efforts. The Administrative Specialist also assists in organizing events, such as preceptor development workshops and student orientations, by managing logistics, coordinating invitations, and preparing necessary materials. Strong attention to detail, effective communication with internal and external stakeholders, and the ability to manage multiple priorities are essential to success in this role. While the primary focus is on supporting experiential education operations, the position may also assist with postgraduate training initiatives as needed. By ensuring the smooth operation of administrative processes, this role contributes to the overall effectiveness of the OEE and enhances the experiential learning experience for students, preceptors, and affiliated training sites.Minimum: 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:
- Experience working with experiential education programs or postgraduate training programs in a healthcare or academic
setting. - Familiarity with legal and contractual processes related to affiliation agreements.
- Knowledge of accreditation requirements for pharmacy education or residency training. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with data management systems.
- Strong organizational, interpersonal, and communication skills.
- Ability to work independently and collaboratively in a fast-paced environment.
- Attention to detail and accuracy in managing data and documentation.
- Excellent time management skills with the ability to prioritize multiple tasks effectively.
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Working at USF
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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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To learn more about working at USF please visit: Work Here. Learn Here. Grow Here .Strategic and Operational Support:
• Assist in implementing the strategic goals of the OEE and OPTP to enhance the quality and scope of experiential and postgraduate training programs.
• Serve as a liaison and resource for students, faculty, residents/fellows, and preceptors, addressing program logistics and challenges.
• Manage all affiliation agreements with sites, including new agreements and renewals, in collaboration with the Office of General Counsel and other entities.
• Oversee and maintain experiential education and postgraduate training databases and software, including CORE ELMS, BOX, and SharePoint.
Administrative Support for Experiential Education and Postgraduate Training Programs:
• Provide operational support for the development, administration, and evaluation of experiential and postgraduate programs.
• Draft and prepare correspondence, memoranda, and reports using appropriate word processing and spreadsheet tools.
• Develop, manage, and maintain electronic records and files related to the OEE and OPTP.
• Oversee files, records, requirements, and certificates for students, preceptors, residents/fellows, and training sites.
• Maintain an organized and functional filing system for all program-related documents.
• Plan, prioritize, and schedule meetings and appointments, making daily decisions regarding calendars.
• Manage itineraries, agendas, and travel arrangements, including flights, hotels, and car rentals, as needed.
• Oversee event planning and coordination, assisting with the development, execution, and logistics of OEE and OPTP-sponsored events.
• Support recruitment efforts for postgraduate training programs and preceptors/sites.
Quality Assurance and Program Improvement:
• Assist experiential education team members with routine quality evaluations of individual clerkship rotations and sites, including system maintenance, data management, and reporting through CORE ELMS.
• Support quality evaluations of the OEE and OPTP, including data management and communication with students, residents/fellows, and faculty.
• Collaborate with team members to ensure compliance with accreditation standards and program benchmarks.
• Document academic programming for OEE and OPTP in alignment with accreditation requirements.
• Maintain compliance records for students, preceptors, and training sites.
• Track trainee and alumni experiences, including internships and leadership roles.
Stakeholder Engagement and Communication:
• Respond to inquiries and provide guidance to students, faculty, residents/fellows, and preceptors on program requirements, time lines, and expectations.
• Support communication efforts to promote experiential and postgraduate training opportunities.
General Administrative Duties:
• Maintain organized records and documentation for all experiential and postgraduate programs.
• Assist with the planning and execution of meetings, workshops, and events related to the OEE and OPTP
