Administrative Specialist

Dept Number/Name: 0-2403-000 / School of Theatre & Dance

College Division: Acad Affairs-Coll of The Arts

Salary Plan: Staff

Job Code/Title: 2204 / Administrative Specialist

Hiring Salary/Salary Range: $40,000 - $43,000

Position Number: 00004439

Work Flexibility: 1 day remote each week 

Occasional assistance with recruitment events outside normal hours/days)

ORGANIZATIONAL SUMMARY:
The University of South Florida School of Theatre and Dance is committed to facilitating creative and academic artists and scholars though rigorous training in the studio, the classroom, and in performance.
POSITION SUMMARY:
This position serves as Administrative Specialist to support the Office Manager in The School of Theatre & Dance. The primary purpose of this position is to perform administrative tasks associated with planning, initiating, and completing all clerical tasks necessary to ensure the smooth running of the School of Theatre and Dance. Provides specialized program support specific to the department.

RESPONSIBILITIES:
Recruitment: Handles all perspective student correspondence/ Monitor Admissions Report and CoTA Info Request Form. Send recruitment/info emails to potential students. Dance Auditions; in charge of registration, correspondence, drafting and sending placement letters, sharing & organizing students' placements & admission status. Communicate w/prospective students/parents - Approximately 250-300 students audition a year either in person or via video. Coordinates Day of Dance and Day of Theatre - recruitment events involving approximately 150 visiting students each.
Coordinates Banner Schedules/Space Calendar: work with faculty and staff to set course schedule and enter data into Banner, Manage FAD & TAR Space calendar.
Process scholarships and awards: coordinate applications, draft & send letters to recipients, submit FA scholarship requests, thank you letters to donors, provide academic program support (Coordinate Acting Studio Course Auditions 2x year) and departmental communication (serving Faculty/Students), ie updating Theatre Canvas Page, and updates web page.
Fiscal responsibilities: Pay Invoices and submit Facility Work Orders (TAR), Attend meetings: Staff, CoTA Business Office, Dance & Theatre Faculty, and School of Theatre & Dance, Update p-card receipt form, Federal Study Work Students coordination, Submit Travel Requests & Travel Arrangements for Faculty, Submit Facility Work Orders (FAD), Submit Foundation Check Requests.

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:

Knowledge about the Arts / Knowledge on using Trello / Experience with using Constant Contact /
Knowledge of Admissions.
Very fast paced / collaboration. Very forward facing (can give tours or talk to parents)

Information for Applicants 

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

Job Opening Number: 36611

Posting Date:  03/28/2024

Posting End Date: 04/27/2024

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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