Administrative Specialist, Mechanical Engineering

Dept Number/Name: 0-2105-000 / Mechanical Engineering
College Division: Acad Affairs-Coll Engineering
Salary Plan: Staff
Job Code/Title: 2204 / Administrative Specialist
Hiring Salary/Salary Range:  $50,000
Position Number: 00018572

ORGANIZATIONAL SUMMARY:
The position is a critical, front line job position for the Department of Mechanical Engineering in the College of Engineering.  It is a position that requires specialized knowledge of various computer software systems, University policies and procedures, public relation skills, data acquisition, and dissemination.  The Department has 23 faculty members and offers B.S., M.S. and Ph.D. degrees in Mechanical Engineering. The department has approximately 1,100 bachelors, 130 masters and 40 doctoral students. Working hours are Monday - Friday, 8 am - 5 pm.
POSITION SUMMARY:
This position will support academic activities related to the planning, recruitment, marketing and assessment functions of the undergraduate and graduate programs offered by Mechanical Engineering. The person will work individually and as part of a team in aspects such as programmatic developments, assessments, marketing, course scheduling and revision, and support to faculty and students of the department.

RESPONSIBILITIES:
Administrative student support - Serve as liaison with other academic offices and
departments such as graduate studies, financial aid, International Student Services, and Admissions, regarding ME academic programs and student related issues. Serve as point of contact for students in regards to employment appointment concerns.
Disseminate materials to recruit and retain undergraduate students and to promote the Mechanical Engineering (ME) department. This includes the preparation and dissemination of promotional and recruiting brochures, departmental newsletters, and other electronic materials (e.g., CDs about programmatic efforts). Distributes brochures, reports, and newsletters to alumni and local industry. Additionally, manage and maintain the undergraduate page of the department website and compile and publish faculty awards and honors.
Student Advising - Assist Undergraduate Faculty Advisors and Academic Services Administrator. Lead point of contact for current and prospective students on matters related to course management and enrollment, program requirements, and policies and procedures. Communicates with students regarding academic program requirements, prerequisites, course selection, academic probation, registration requirements, university deadlines, graduation requirements etc. Student enrollment is consistently increasing requiring increased attention to student advising.
Student Processing - Process course permits, maintain student files and records, conduct graduation checks, conduct registration checks, provide department
approval for ARC petitions once the advisors have approved, process petitions, change of major requests, advertise and collect applications for departmental scholarships, and assist students with completing any of these departmental, college, and university forms/paperwork.
Administrative department support - Collect and compile accreditation related materials from faculty on a semester basis. Execute purchases funded by department or faculty funds, book travel arrangements for faculty, collect and
compile faculty input for the college annual report, manage federal work study employees on a day to day basis, manage federal work study recruitment, prepare payroll for salaried and non-exempt employees, prepare departmental payroll forms such as retro pays or PCAFs, schedule departmental faculty meetings and disseminate meeting agendas, proctor make up exams as needed, and provide suggestions/recommendations for improvement to departmental processes.
Performs other duties as assigned.
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. Appropriate college coursework or vocational/technical training may substitute at an equivalent rate for the required experience.
PREFERRED:
2 years of experience working in a university environment.
 

Information for Applicants 

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

Job Opening Number: 35570

Posting Date:  11/22/2023

Posting End Date: 05/26/2024

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.

To learn more about working at USF please visit: Work Here. Learn Here. Grow Here .

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