Administrative Specialist

Dept Number/Name: 0-4900-000 / USF World

Salary Plan: Staff

Job Code/Title: 2204 / Administrative Specialist

Hiring Salary/Salary Range: $35,000 - $45,000

Position Number: 00056152

ORGANIZATIONAL SUMMARY:

USF World is led by a VP and is comprised of units across Tampa, St. Petersburg, and Sarasota devoted to promoting ed abroad; international admissions, supporting international students and scholars, the management of international partnerships, international travel risk and safety services, management of the Peace Corps (PC) Prep Program and  a dedicated PC recruiter, tracking and documenting international research collaborations and the global footprint of faculty, students and staff, collection of data related to international activities at the University, international alumni development and outreach, and the marketing and communication of USF World programs and initiatives. Comprising a total of over 82 staff and a budget of approximately $10.3 M, clients are USF faculty developing international academic experiences, curriculum, and research collaborations, administrators promoting the global priorities of USF, staff responsible for supporting international activities across campuses, colleges, and other units, current and prospective students coming to USF from other countries and U.S. students seeking global experiences as well as university partners from abroad and foreign dignitaries. Community partners include local, state, national, and international leaders of government and public and private organizations, including other institutions of higher ed, military, business, and industry.
POSITION SUMMARY:
The Administrative Specialist for the Global Student Center serves as the first touchpoint for all visitors and will support multiple USF World departments that are situated within the shared space including but not limited to: International Admissions, Education Abroad, Peace Corps Programming, Student Exchange Programming, and the International Student Support Team. Primary duties are to ensure a welcoming environment and manage the intake of various types of visitors within the space, to include triage of inquiries and when necessary, redirection to the appropriate supporting office.
SPECIAL REQUIREMENTS:
Customer Care Focus
Basic office software proficiency (MS 365 applications, scheduling/queuing tools)
Organizational Skills
RESPONSIBILITIES:
Manage Global Student Center front desk and welcome area. Responsible for establishing an inviting atmosphere and welcoming environment for all visitors. Triage visitor requests and direct visitors to appropriate office or resource. Liaise with USF World departments for regular updates and be able to provide relevant information to a variety of types of visitors. Respond to and initiate inquiries (questions regarding policy, facilities, administration, specialized programs, etc.) Explain policies, answer questions, and independently resolve problems whenever feasible. Provide feedback from queueing and survey software to suggest improvements in front desk service to management.
Respond to basic inquiries from international students regarding admissions and onboarding requirements and receipt of required documents. Utilize SIS data to provide information regarding basic admissions inquiries by a student or triage for escalation Provide basic guidance to students and families regarding international student admissions requirements, application processes, and onboarding steps.
Responsible for onboarding, training, management, and evaluation of student staff who are assigned to assist with the welcome desk. Manage a calendar of student workers, ensure appropriate coverage for the front desk, and initiate job postings and manage hiring of student employees as needed.
Perform general administrative duties to support the program areas housed in the Global Student Center, using discretion to make judgments based on operating guidelines. Support purchasing requirements for departments by researching items and obtaining price quotes, entering information into university systems, receiving purchase orders, and maintaining P-Card information, among other possible general administrative tasks.
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:
Ideal candidate demonstrates:
history of high-level customer care
organization and training skills
ability to diagnose complex requests
 

Information for Applicants 

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

Job Opening Number: 36588

Posting Date:  03/25/2024

Posting End Date: 04/24/2024

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 

Campus map and location overview: USF - Tampa 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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