EXECUTIVE SECRETARY
University of South Florida Health - Tampa, FL

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Performs a variety of administrative and secretarial duties in support of the Associate Vice President for Corporate and Transactional Affairs / Executive Advisor (hereafter “AVP”) by anticipating the needs of the AVP , using a high degree of competence, accuracy, efficiency and skills. Using appropriate computer applications, prepares, edits and proof-reads high volumes of legal and contractual documents for the AVP and the Paralegal / Contract Specialist. Confidentiality is of utmost importance for this position.

Position Requirements
Educational Requirements:
• Associate’s Degree.

Experience Requirements:
• Four years progressively responsible experience in a comparable office setting.
• Experience with document word processing.

Business Skill Requirements:
• Advanced knowledge of word processing, power-point presentations, spreadsheet and other computer applications with special emphasis on word processing relevant to the preparation and editing of contracts and other legal documents.
• Familiarity with legal vocabulary and legal document/contract formats.
• Ability to efficiently proof-read work product to ensure accuracy.

• Any equivalent combination of education and experience.

Preferred Attributes:
• Experience with legal office and legal document word processing and review.

Customer Service Performance
CUSTOMER SERVICE PERFORMANCE EXPECTATIONS : Courteous and helpful behavior towards patients, physicians, coworkers and external customers; professional and efficient verbal and written communications; accomplishing tasks through teamwork and initiative; and ensuring a timely and thorough response to complaints and/or critiques, and anticipating the needs of all you come in contact with.

Physical Demands

Hourly Salary Range Minimum
14.17

Annual Salary Range Minimum
29,484

Special Instructions to Applicants

Location
CMS-USF TAMPA CAMPUS

Department Name
UMSA - ADMINISTRATION

Work Schedule Summary

Specific Duties and Responsibilities

Percentage
65

Duties
Provides administrative support to the AVP and Paralegal / Contract Specialist. Using appropriate computer applications, prepares, edits and proof-reads high volumes of legal, contractual, corporate, power-point presentations, charts and tables, and other documents on behalf of the AVP and/or Paralegal / Contract Specialist. Independently prepares certain documents in accordance with prescribed formats and templates. Must be able to work effectively, accurately and efficiently under time pressures. Deals discreetly with large amounts of sensitive and confidential information. Exercises a high level of independent judgment and decision making in coordinating the day-to-day operations of the AVP’s office.

Percentage
10

Duties
Maintains appointment calendar for meetings and other appointments, conferences etc. for the AVP and Paralegal / Contract Specialist. Follows through to ensure that all preparations are in place with regard to scheduled meetings including, but not limited to, conference room booking, meeting set up / clean up, necessary equipment, meals and refreshments if required, parking arrangements, etc.

Percentage
10

Duties
Receives and screens incoming phone calls for the AVP . Creates message notes. Places certain outgoing calls. Establishes conference calls. Greets visitors to the office in a professional manner. Receives and reviews all mail for the AVP and Paralegal / Contract Specialist to determine priority, bringing attention to items that may need immediate action.

Percentage
5

Duties
Coordinates meetings and travel arrangements for the AVP following established policies and guidelines. Follows through with regard to travel arrangements, itineraries, etc.
Processes required Requisitions for expenditures and reimbursements on behalf of the AVP .

Percentage
5

Duties
Assists the AVP and Paralegal/Contract Specialist in maintaining a secure filing and storage system for contracts and other related documents.

Percentage
5

Duties
Other duties as identified and assigned.