Administrative Specialist (Finance)
Dept Number/Name: 3-5128-000 / Academic Advising
College Division: USFSP-Academic Affairs
Salary Plan: Staff
Job Code/Title: 2204 / Administrative Specialist
Hiring Salary/Salary Range: $38,000 - $39,000
Position Number: 00005804
ORGANIZATIONAL SUMMARY:
The mission of Undergraduate Studies (UGS) is to advance student inquiry and success by fostering an inclusive and supporting learning environment. UGS at USF St. Petersburg provides academic support services and partners with colleges to enhance the academic experience of students and drive degree completion goals of every student. Programs and services coordinated by UGS USF St. Petersburg includes Student Success Advocacy, the Debbie Nye Sembler Student Success Center, and academic advising for the following academic programs: Bachelor of General Studies and the Bachelor of Science in Applied Sciences as well as academic majors in Exploratory Curriculum Pathways, and Leadership Studies.
POSITION SUMMARY:
The Administrative Specialist performs higher level office support duties and provides specialized program support for Undergraduate Studies at USF St. Petersburg. Administrative Specialists perform a wide range of administrative and personal assistant duties including assisting students and their guests, answering telephones and emails, participating in campus events, preparing correspondence, reports and presentations, handling information requests, planning conferences and meetings, providing purchasing, budgeting, and payroll support, making travel arrangements, and maintaining calendars and schedules. This position supervises students and temporary (OPS) employees. The incumbent provides high-level support for USF administrators, and must be able to apply judgment with respect to communications and confidentiality. This position requires intermediate or advanced level proficiency in the use of standard desktop applications, including the ability to produce documents and presentations of all kinds using word processing, spreadsheet and presentation software tools.
SPECIAL REQUIREMENTS:
Experience in MS Office, especially Excel, knowledge of various platforms that support high level office operations.
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 department leaders. Plan, prioritize, and schedule meetings and appointments. Ensure compliance with deadlines. Coordinate and collaborate with other university administrative staff across USF. Assist personnel with various tasks such as research, photocopying, and room reservations.
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.
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, 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.
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.
Supervise student assistants, interns, and volunteers. Duties include training, coaching, organizing assignments, and evaluation of work.
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.
USF St. Petersburg
Information for Applicants
This position is subject to a Level 1 criminal background check.
Job Opening Number: 38526
Posting Date: 01/10/2025
Posting End Date: 01/24/2025
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 HR-ADA-Request@usf.edu .
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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