Administrative Specialist

The Department of Radiation Oncology has an opening for an Administrative Specialist. This position delivers high-level administrative support to the Chair, Vice Chairs, and Department Administrator. This role is essential for composing correspondence, scheduling appointments and meetings, and assisting with fiscal data entry and tracking. Additionally, the specialist will oversee website management, ensuring that all content is accurate and up to date. The role also plays a critical part in the faculty recruitment and appointment processes, ensuring that the department operates efficiently and effectively in achieving its goals.

• Provide high-level administrative support to the Chair and Vice Chairs of the Department, as well as all faculty. Independently manage complex schedules, coordinate and process travel requests, oversee supply orders, and serving as the primary point of contact for faculty needs. The role requires proactive communication, exceptional organizational skills, and the ability to anticipate and prioritize the needs of leadership and the department.
• Assist the Department Administrator with faculty recruitment, appointment packet processing, and ensuring timely form completion. Coordinate candidate interviews by managing scheduling and maintaining communication with candidates. 
• Act as the primary point of contact to ensure a seamless interview experience, and collect feedback through Qualtrics surveys to inform department leadership decisions. 
• Assist with processing journal entries and invoices for CODA, as well as preparing check requests and obtaining necessary approvals for invoice payments and reimbursements. Run moderately complex queries and reports from accounting systems. Record transactions in the departmental log and report any inaccuracies or issues to the Department Administrator. 
• Assist with maintaining the department websites, prioritizing accurate and relevant information on provider and faculty profiles. The role will involve regular reviews of the website to guarantee that all profiles meet the department’s standards for clarity and professionalism, supporting effective communication and accessibility for both patients and colleagues.

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: 

•     Proficient in Microsoft applications, including Outlook, Excel, Word, PowerPoint, and Teams, and have knowledge of FAST, CODA, Foundation, GEMS, and other USF policies and procedures. 

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.