Administrative Specialist

Dept Number/Name: 3-1701-000 / College of Education
College Division: College of Education - Dean's Office
Salary Plan: Staff
Job Code/Title: 2204 / Administrative Specialist
Hiring Salary/Salary Range: $38,000.00 - $42,000.00, commensurate based on experience
Position Number: 00026370
ORGANIZATIONAL SUMMARY:

The University of South Florida (USF) College of Education is a community of faculty, students, and staff focused on transforming lives through the promotion of equity, social justice, and improved outcomes for students and communities particularly those that have been underserved. The College of Education has a presence on all three campuses within USF. The USF St. Petersburg campus offers undergraduate degrees as well as graduate degrees that are specific to this campus in addition to working with degrees that are spread across all three campuses. Our undergraduate degree is unique in the USF System as is two of our graduate degrees. There are multiple faculty members on this campus in addition to staff and student assistants. We also run several K-16 Initiatives, programs like UMatter, MESA, and Call Me MiSTER. 

POSITION SUMMARY:

The Administrative Specialist performs higher level office support duties and provides specialized program support for academic departments within the College of Education - Dean's Office. The Administrative Specialist will perform a wide range of administrative and personal assistant duties including conducting research, preparing statistical reports and spreadsheets, preparing correspondence, reports and presentations, handling information requests, planning conferences and meetings, providing purchasing and payroll support, fulfilling employment administration requirements, making travel arrangements, and maintaining calendars and schedules. This position reports directly to the Campus Dean of the College of Education on the USF St. Petersburg (STP) campus. 
RESPONSIBILITIES:

Office Coordination: Interpret University and system policies and independently resolve problems whenever feasible. Coordinate and maintain office supplies inventory, records, and equipment. This includes copier management, maintenance of technology inventory, and ordering of supplies through the Academic Affairs business team. Manage calendar and schedule for the Campus Dean for the College of Education on the St. Petersburg campus. Ensure compliance with deadlines. Coordinate and collaborate with other university administrative staff across USF. Provide scheduling support for search committees and other work groups charged by the director and lead. Assist faculty with various tasks such as research, photocopying, and room reservations. Provide supervision, training, and support to student assistants. Ensure submission of correct student timesheets to the Academic Affairs (AA) business team.

Communications: Respond to inquiries. Receive, screen, and respond to calls and messages. Manage the flow of communications for the department leader. Serve as liaison with students, other administrative offices, the St. Petersburg community, and other external parties. Manage the routing of documents for signatures. Prepare presentation materials. Independently compose and draft written documents and correspondence. Extract data from OASIS, FAST, GEMS and/or other database and sources as needed. Assist faculty with various tasks such as research, such as conducting literature reviews, transcribing interviews, and editing documents. 

Business and HR Support: Coordinate and collaborate with the AA business team on acquisition of services and products, and personnel actions such as hiring staff and student assistants, appointing faculty and adjuncts, etc. Working with the AA business team, coordinate travel for department leaders, faculty, candidates, guest lecturers, etc. Manage travel receipts and coordinate with AA fiscal staff to process travel reimbursements. Provide administrative support for special projects identified by leadership. Plan and coordinate events related to such projects.

Course Scheduling: Support maintenance of the class schedule for academic units supported by the STP Academic Affairs business team. Coordinate with academic leaders and advisors on scheduling and enter course data in university scheduling system. Assist students with permits and class overrides. Maintain current knowledge of USF scheduling practices. Monitor course fees and coordinate accurate application of fees with Academic Affairs (AA) business staff.

Project Administration: Provide administrative support for special projects identified by leadership. Plan and coordinate events related to such projects. Examples of projects include coordinating student and administration events such as appreciation lunches or brunches with leadership, welcome visits for new students, graduation celebrations, or opening ceremonies of new facilities and or programs.

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. Additional education may not be substituted for this experience requirement.
PREFERRED:
Bachelor’s degree from an accredited institution with two years of professional experience in a university administrative office. Excellent customer service skills, particularly working with students and vendors, experience with GEMS, FAST, BANNER, and Data Marts, and purchasing and managing budgets. Proficiency with Microsoft Office Outlook, Word, Excel, PowerPoint, and other Office 365 apps is critical. Previous experience working in a college or university setting with undergraduate and graduate students is strongly preferred.

***Please provide the following documents when completing your application:

• Curriculum vitae / resume
• Cover letter
• A copy of educational transcripts
• Contact information for three professional references (one must be your current/most recent supervisor) if selected for the position. 

The selected candidate must have a current work authorization in the United States. This position is not eligible for Visa Sponsorship.

Information for Applicants 

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

Job Opening Number: 36683

Posting Date:  04/08/2024

Posting End Date: 04/23/2024 (11:59 p.m. EST)

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, resume, any valid certifications or licenses, and official academic transcripts.

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.

Click here for additional tutorial information.

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 

Campus map and location overview: USF - St. Petersburg Campus

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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