Administrative Specialist (Finance)

The College of Arts & Sciences is the largest college on the St. Petersburg campus. It is home to fifteen undergraduate degree programs and four graduate programs unique to the University of South Florida System. The Dean's office oversees thirteen departmental units that are also coordinated with primary departments in CAS Tampa. The Dean's Office supervises roughly one hundred full time faculty in any given semester and approximately 50 part time faculty in a semester. It oversees roughly $10,000,000.00 in grants in any given year across twenty-five grant programs. The administrative staff manage the educational concerns of approximately 100 graduate students and roughly 2,000 undergraduate students, in addition professional needs of the faculty.
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An Administrative Specialist performs higher level office support duties and provides specialized program support for the college. Administrative Specialists 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 to the Associate Dean.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.

An undergraduate degree or greater is preferred, to establish a baseline understanding of the educational process and the terminology used in a university. Strong communication skills both written (for e-mail communications and reports) and verbal skills are critical.

FLSB1310 Equivalency:
4 years of directly relevant experience may be substituted for bachelor's degree.
6 years of directly relevant experience may be substituted for master's degree.

This position may be subject to a Level 1 or Level 2 criminal background check.

Applicants for USF employment are entitled to request reasonable accommodation(s) in the application process. A request is to be made at least five (5) working days prior to the time the accommodation(s) is needed. Contact the USF ADA Lead ( hr-ADA-Request@usf.edu ) to coordinate your accommodation request.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.
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Working at USF
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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.
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To learn more about working at USF please visit: Work Here. Learn Here. Grow Here .Duties include the following:
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• Work with CAS leadership and faculty to organize and plan events, in particular guest speakers and campus events. This includes interfacing with other campus
  departments and auxiliaries for room reservation, food orders, and technical support. Assists the CAS finance group with submitting invoices for these services. Interfaces with BFSS to arrange guest travel.
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• Work with Faculty chairs of search committees to coordinate candidate visits to campus. This includes interfacing with BFSS to arrange airfare, lodging, and
  ground transportation.
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• Assists the Associate Dean with programmatic elements of grants held in the CAS St. Petersburg Dean's Office.
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• Assists CAS Faculty and Dean's Office staff with maintaining and updating the attractive asset inventory log and managing computer sign-out forms.
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• Assist the Graduate/Undergraduate Administrative specialist with their responsibilities when they are on leave, or in need of assistance.
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• Manage all admissions to graduate programs, including contacting applicants with missing documentation, and updating applications in Archivum. Submitting
  weekly reports to Program Directors during active review periods. This period lasts from December through June, roughly 7 months.
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• Coordinate all paperwork and ensure proper signatures are obtained for graduate student supervisory committees and thesis defenses. Make public
  announcements when graduate students present their Oral Defense.
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• Assist with student class registration: including contracts assisting with DocuSign for Directed Research, Thesis, Field Work, Independent Study, Drop/Add,
  Withdrawals and Permits. This work typically covers a 5 week period before and a 2 week period after each semester begins.
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• Assist with all field trip paperwork on the graduate and undergraduate level when requested.
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• Collect faculty syllabi for 2 weeks each semester and organize by department and semester into BOX folder.
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• Performs other duties as assigned.
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