Office Administrator

Position: Office Administrator

Date Posted: March 9, 2026

Industry: Higher Education / Administrative Support

Employment Type: Full Time

Experience: 3–5 years in office or administrative support (depending on education)

Qualification: High school diploma with 5 years of experience or Bachelor’s degree with 3 years of related experience

Location: Tampa, FL, USA

Company: University of South Florida

Description:
The University of South Florida (USF) is seeking a skilled Office Administrator to provide professional administrative support to executive-level offices. Reporting to a Vice President, Vice Provost, Dean, or other senior administrators, this position is integral to managing the daily operations of an executive office, ensuring smooth workflows and compliance with university policies. The role requires knowledge of USF’s operations, independent decision-making, and the ability to handle sensitive information with discretion.

Key Responsibilities:

• Oversee daily office operations and administrative support activities
• Provide confidential assistance on sensitive legal or administrative matters
• Maintain executive calendars, schedule meetings, and coordinate conferences
• Manage travel arrangements and provide logistical support for meetings and conferences
• Coordinate assignments from executive administrators to appropriate staff and follow up as needed
• Serve as a resource for ongoing projects within the executive office
• Review, track, and follow up on pending files, reports, and projects
• Act as liaison with other executive offices, colleges, governing board staff, outside counsel, court system, and the public
• Monitor contracts and expenditures, ensuring proper documentation and compliance
• Manage office file and information systems, including organization, maintenance, archiving, and retrieval processes
• Advise on and implement office policies, procedures, and forms
• Supervise office support staff, if applicable
• Participate in workshops and seminars, briefing staff on relevant developments
• Perform additional duties as assigned

Required Qualifications:

• High school diploma with at least five years of office or administrative experience, or a Bachelor’s degree with three years of related experience
• Familiarity with administrative procedures, record management, and office operations
• Strong organizational, analytical, and communication skills
• Ability to work independently and make informed decisions

Preferred Qualifications:

• Experience supporting executive-level administrators in a higher education setting
• Knowledge of university policies and procedures
• Proficiency with office software and information management systems

This position is time-limited and requires a Level II background check. The Office Administrator will contribute to USF’s mission of excellence in teaching, research, and service while supporting a vibrant and dynamic academic environment.

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