Administrative Specialist - K-16 Educational Initiatives

Dept Number/Name: 3-1728-010 / K-16 Educational Initiatives
College Division: USFSP-Academic Affairs
Salary Plan: Staff
Job Code/Title: 2204 / Administrative Specialist
Hiring Salary/Salary Range: $38,000 - $42,000 Annually
Position Number: 00019572
ORGANIZATIONAL SUMMARY:
Within the College of Education, the Division of K-16 Educational Initiatives focuses on grant development and educational initiatives locally, statewide, and nationally. The grants and initiatives within the Division include Project 10: Transition Education Network, and SEDNET Administration Projects. The grants are discretionary grant projects funded through the Florida Department of Education (FDOE), Bureau of Exceptional Education and Student Services (BEESS). The grants provide training and technical assistance to various area school districts regarding secondary transition, dropout prevention and mentoring for students with emotional and/or behavioral disabilities.
POSITION SUMMARY:
The position of Administrative Specialist is responsible for higher level office support duties and provides specialized program support for the Division of K-16 Educational Initiatives which includes Project 10: Transition Education Network, and the Multiagency Service Network for Students with Emotional and Behavioral Disabilities (SEDNET) Administration Projects. The Administrative Specialist performs a wide range of administrative and personal assistant duties including conducting research, data entry, create tracking systems related to requests from BEESS, prepares statistical reports, data time and effort reports, presentations, handling information requests, the packing and shipping of materials and supplies to staff and constituents, provides editing to newsletters and websites, adding graphic design elements and maintaining Google docs, Canva and other systems that create products, calendars and schedules. Processes travel authorization submissions and travel expense reimbursements. This position requires travel to assist with conference setup, registration, exhibitor's table, and/or technology assistance. In addition, this position performs administrative duties as required to support the mission and function of the division and USF St. Petersburg campus. 
RESPONSIBILITIES:
Prepare presentation materials for use by others, editing content, and adding appropriate graphic and design elements. Assist in planning and organizational efforts for local and statewide conferences, to include developing/organizing materials for conferences. This position requires travel for local and statewide meetings and conferences.
Assist with grant proposals and serve as a resource for information related to the administration of grants and contracts including entering data into the Florida Department of Education (FDOE), Bureau of Exceptional Education and Student Services (BEESS) Project Tracking System (PTS) database for Project 10, and SEDNET Administration Projects, including training and product evaluation data with attention to detail.
Arrange and coordinate travel, travel authorizations, and travel reimbursement for staff within the Division of K-16 Educational Initiatives department and non-employee travel. This position requires travel to assist with conferences, registration, exhibitor's table, and technology assistance.
Compose and/or prepare correspondence, memoranda, promotional materials, forms, newsletters, manuals, and reports using appropriate word processing and spreadsheet tools. Maintain time and efforts data logs and reports. Perform basic statistical calculations on data for reports and presentations. Scan and disseminate documents; electronic document management (mini grants), travel, etc. This position packs and ships project materials and supplies to staff and constituents.
Respond to and initiate inquiries regarding purchasing and other specialized division processes. Support purchasing requirements for department, researching items and obtaining price quotes, enter information into university systems, receive on purchase orders, and maintain Purchasing Card (PCard) information as required. Create and maintain tracking logs to keep track of inventory, books, parking permits, curriculum usage, etc. Serve as a back up support for human resources functions.
Plan, prioritize, schedule and conduct meetings and appointments for directors and other management. Assist in technology related matters such as teleconferences, technology web portal access.
Track submissions for product and presentation approvals. Create and maintain tracking system that supports grant requirements. Create products that reinforce the work of the grant.
POSITION QUALIFICATIONS:
MINIMUM:
This position requires a high school diploma or equivalent, with at least four years of experience in an office or administrative support position. Additional education may not be substituted for this experience requirement.
PREFERRED:
Experience in editing, writing, and communication; previous professional experience with students with disabilities.
Experience with Canva or other systems that create products.
 

Information for Applicants 

This position is subject to a Level 1 criminal background check.

Job Opening Number: 36639

Posting Date:  04/02/2024

Posting End Date: 04/21/2024

How to Claim Veteran's Preference: 

This position allows eligible veterans and their spouses to claim Veterans’ Preference pursuant to Florida Statute 295.

Applicants claiming preference are responsible for providing required documentation AT THE TIME OF SUBMITTING APPLICATION; such documentation is required for eligibility determination. 

Supporting documentation, in addition to the DD214, may be required based on eligibility criteria.  If you are submitting a DD 214, please ensure the social security number and date of birth is redacted/removed.

For information on obtaining a DD 214 visit http://www.archives.gov/veterans/military-service-records/ or call 1-866-272-6272.

How To Apply 

Click on the Apply Now button.  When applying to an opening you will have the opportunity to upload a cover letter and resume.

Apply online by completing the required information and attaching your cover letter and resume. Please include your experience as it relates to the qualifications stated above.  YOUR COVER LETTER AND RESUME, PLUS ANY OTHER REQUESTED MATERIAL, MUST BE IN ONE ATTACHMENT. Only online applications are accepted for this position.

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To request an accommodation with the application or interview process, please contact Central Human Resources by telephone: 813-974-2970 or email [email protected] .

Equal Employment Opportunity 

USF is an equal opportunity, equal access academic institution that embraces diversity in the workplace.

The University of South Florida does not discriminate on the basis of sex and prohibits sexual harassment. Any person may report sex discrimination, including sexual harassment (whether or not the person reporting is the person alleged to be the victim of conduct that could constitute sex discrimination or sexual harassment), in person, by mail, by telephone, or by electronic mail, using the contact information listed for the Title IX Coordinator. Reports may be made at any time either online or directly to the University's Title IX Coordinator.

USF's Equal Opportunity Affirmative Action Statement .

Federal Rights

Applicants have rights under Federal Employment Laws: Family and Medical Leave Act (FMLA) , Equal Employment Opportunity (EEO) and Employee Polygraph Protection Act (EPPA) .

Work Location 

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About USF 

The University of South Florida is a high-impact global research university dedicated to student success. Over the past 10 years, no other public university in the country has risen faster in U.S. News and World Report's national university rankings than USF. Serving more than 50,000 students on campuses in Tampa, St. Petersburg and Sarasota-Manatee, USF is designated as a Preeminent State Research University by the Florida Board of Governors, placing it in the most elite category among the state's 12 public universities. USF is a member of the American Athletic Conference.

Working at USF 

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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