Administrative Specialist

Dept Number/Name: 0-7904-000 / Technology Transfer Office

College Division: Research

Salary Plan: Staff
Job Code/Title: 2204 / Administrative Specialist
Hiring Salary/Salary Range: $35,000 - $45,000
Position Number: 00012513

ORGANIZATIONAL SUMMARY:

The Technology Transfer Office (TTO), under USF Research & Innovation, is responsible for the identification, evaluation, development, protection, and utilization of intellectual property rights that result from USF research activities and from the activities of USF researchers in affiliated hospitals and other off-site facilities.  TTO has 15 full-time employees and 4-8 graduate student interns and undergraduate student assistants.  Clients are mainly USF faculty, staff and student researchers and innovators, but also include venture and technology companies desiring to license USF inventions and technologies.

POSITION SUMMARY:

Performs specialized administrative duties required to support the department, using discretion to make judgments based on operating guidelines.  Support purchasing requirements for department, researching items and obtaining price quotes, entering information into university systems and receiving purchase orders. Coordinate travel arrangements for all department employees as needed.  Complete Travel Authorization Requests (TAR), check requests, registration at conference and hotels, and reimbursement of all related travel expenses.  Maintain records as appropriate.

RESPONSIBILITIES:

Performs specialized administrative duties required to support the Director and department, using discretion to make judgments based on operating guidelines.  Support purchasing requirements for department, researching items and obtaining price quotes, entering information into university systems and receiving purchase orders.

Respond to and initiate inquiries (questions regarding purchasing, personnel, facilities, administration, specialized programs, etc.)  Explain policies, answer questions, and independently resolve problems whenever feasible.

Coordinate travel arrangements for all department employees as needed.  Complete Travel Authorization Requests (TAR), registration at conference and hotels, and reimbursement of all related travel expenses.  Maintain records as appropriate.

Reconcile multiple P-Cards, as assigned. Maintain working files as reconciliation back-up.  Research any inconsistencies or issues associated with charges.

Perform human resource tasks for the department. This includes posting open positions, monitoring applicants for qualifications, organizing interviews, and preparing and processing approval appointment paperwork.

Other administrative tasks as assigned, including preparing payroll, and preparing appointment papers.

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:

A Bachelors degree or college coursework in business administration, marketing, entrepreneurship, public administration is preferred.  Experience with business or technology transfer, contracts and agreements, coordinating special events and meetings, researching and synthesizing data and preparing reports and forecasts.  Ability to network and create viable working relationships.  Excellent customer service and communication skills are essential.  Intermediate or advanced level of expertise with Adobe Acrobat and Microsoft Office, including Outlook, Word, Excel, PowerPoint, and Visio.

Information for Applicants 

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

Job Opening Number: 36518

Posting Date:  03/15/2024

Posting End Date: 04/14/2024

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.

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 - 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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