Office Administrator & Executive Assistant to the Dean

University of South Florida•Tampa, FL

1d•$55,000 - $60,000•Onsite

About The Position

This position entails providing comprehensive high-level administrative and operational support to the Dean, including managing complex schedules and overseeing strategic projects. The role functions as the primary liaison for both internal and external stakeholders, fostering positive relationships while exemplifying professionalism and diplomacy. The successful candidate will anticipate needs, proactively identify potential issues, and develop innovative solutions to enhance office efficiency and effectiveness. The individual will also be responsible for redirecting requests appropriately to ensure matters are addressed at the correct organizational level, demonstrating initiative and problem-solving skills through proactive issue resolution. The individual must possess strong emotional intelligence and sound professional judgment to interact effectively with diverse stakeholders, maintaining composure and professionalism under pressure. Boundary management is critical, requiring the ability to skillfully redirect communications and requests to protect the Dean’s focus on strategic priorities. Exceptional interpersonal skills and a collaborative approach are essential for building and sustaining productive relationships across departments and stakeholder groups. A high level of discretion and confidentiality is mandatory when handling sensitive information related to personnel, strategic initiatives, and university operations. Ultimately, this role supports the Dean in navigating the dynamic environment of a research university with professionalism, strategic insight, and confidentiality, contributing to the overall success of the academic leadership team. The Executive Assistant should also develop a thorough understanding of the interactions among academic departments, research centers, university administration, and external partners within a large public university setting. Success in this role requires emotional intelligence, sound judgment, and the ability to navigate competing demands from faculty, staff, students, external partners, and university leadership while maintaining professional boundaries and ensuring the Dean’s time is used effectively.

Requirements

High school diploma or equivalent with at least five years of experience in administrative or office support roles, or a Bachelor’s degree with three years of related experience.
Additional education may not be substituted for this experience requirement.

Nice To Haves

Experience supporting senior leadership in higher education or a complex organization
Demonstrated experience managing executive calendars and prioritizing competing requests
Ability to exercise independent judgment and initiative in administrative decision-making
Excellent written and verbal communication skills
Experience coordinating complex meetings, events, and travel
Proficiency with Microsoft Teams, SharePoint, and OneDrive in addition to the traditional Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) signifying basic productivity as well as digital collaboration and cloud management.
Experience managing communications with multiple stakeholders
Ability to maintain professionalism and composure in fast-paced environments
Experience supervising staff and student employees
Familiarity with university operations, governance structures, and academic environments

Responsibilities

Serves as a trusted advisor and operational partner to the Dean, helping manage priorities, identify potential conflicts, and ensure alignment with strategic initiatives.
Provides consultative support by anticipating needs, identifying issues early, and proposing solutions rather than waiting for directions.
Exercises initiative to resolve problems independently when appropriate.
Develops an understanding of the College’s strategic priorities, major initiatives, and leadership structure to support effective decision-making and communication.
Maintains and manages the Dean’s calendar with a strategic understanding of priorities rather than purely logistical scheduling.
Evaluates meeting requests and determines the appropriate level of engagement, including whether the Dean’s presence is required or whether the request should be redirected to another leader within the College.
Coordinates meetings in ways that protect the Dean’s time for high-priority work such as strategic planning, fundraising, research partnerships, and university leadership engagement.
Works diplomatically with faculty, staff, and external partners to redirect requests when appropriate, ensuring that relationships remain positive while maintaining appropriate boundaries around the Dean’s availability.
Acts as a liaison between the Dean’s Office and internal and external stakeholders, including faculty, staff, students, university leadership, community partners, and donors.
Manages incoming correspondence and inquiries, triaging requests and determining appropriate responses or referrals.
Drafts correspondence, briefing materials, memoranda, and reports that support the Dean’s communication and leadership responsibilities.
Ensuring that communications from the Dean’s Office are professional, timely, and aligned with the College’s strategic priorities.
Maintains awareness of the operational environment of a large research university and supports tasks associated with managing an academic unit.
Oversees the daily administrative operations of the Dean’s Office and ensures the office functions smoothly and professionally.
Develops and maintains systems that improve efficiency and clarity in the office, including document management, scheduling systems, communication processes, and workflow procedures.
Supervise staff and student employees and provides guidance to staff, student employees, and regarding visitors and office processes and expectations.
Provides logistical and operational support for events involving the Dean, including meetings, leadership retreats, community engagement activities, donor events, and college celebrations.
Ensures events reflect the professionalism and mission of the College while supporting efficient planning and coordination.
Coordinates all aspects of the Dean’s travel, including scheduling, documentation, logistics, and reimbursements.
Ensures travel aligns with the Dean’s broader schedule and strategic priorities.