Administrative Specialist

Job Description 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. 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. Responsibilities Duties include the following: 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. 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. Assists the Associate Dean with programmatic elements of grants held in the CAS St. Petersburg Dean's Office. Assists CAS Faculty and Dean's Office staff with maintaining and updating the attractive asset inventory log and managing computer sign-out forms. Assist the Graduate/Undergraduate Administrative specialist with their responsibilities when they are on leave, or in need of assistance. 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. 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. 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. Assist with all field trip paperwork on the graduate and undergraduate level when requested. Collect faculty syllabi for 2 weeks each semester and organize by department and semester into BOX folder. Performs other duties as assigned. QualificationsThis 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 Qualifications: An undergraduate Bachelor's 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. Previous office experience in a higher education setting preferred. 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 will be subject to a level 1 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 () to coordinate your accommodation request. About Us Working at USF With approximately 16,000 employees, the University of South Florida is one of the largest employers in the Tampa Bay area. We are dedicated to cultivating a talented, engaged and driven workforce that strives to be bold. Employees excel in USF's rich academic environment, which fosters their development and advancement. In 2025, Forbes recognized USF as one of Florida's best large employers, ranked No. 1 among the state's 12 public universities. Our first-class benefits package includes medical, dental and life insurance plans, retirement plan options, employee and dependent tuition programs, generous leave, and hundreds of employee perks and discounts. About USF The University of South Florida is a top-ranked research university serving approximately 50,000 students from across the globe at campuses in Tampa, St. Petersburg, Sarasota-Manatee and USF Health. USF is recognized by U.S. News & World Report as a top 50 public university and the best value in Florida. U.S. News also ranks the USF Health Morsani College of Medicine as the No. 1 medical school in Florida and in the highest tier nationwide. USF is a member of the Association of American Universities (AAU), a group that includes only the top 3% of universities in the U.S. With an all-time high of $738 million in research funding in 2024 and as a top 20 public university for producing U.S. patents, USF uses innovation to transform lives and shape a better future. The university generates an annual economic impact of more than $6 billion. USF's Division I athletics teams compete in the American Athletic Conference. Learn more at Compliance and Federal Notices This position may be subject to a Level 1 or Level 2 criminal background check. Applicants have rights under Federal Employment Laws: The University of South Florida is an equal opportunity employer that does not discriminate against any employee or applicant for employment based on any characteristic protected by law. The University maintains programs for protected veterans and individuals with disabilities in accordance with all applicable federal and state laws. Family and Medical Leave Act (FMLA) 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. Visit the Central Human Resources ADA Accommodations webpage for more information on requesting an accommodation during the application/interview process. Equal Employment Opportunity The University of South Florida is an equal opportunity employer that does not discriminate against any employee or applicant for employment based on any characteristic protected by law. The University maintains affirmative action programs for protected veterans and individuals with disabilities in accordance with all applicable federal and state laws. This job description does not constitute an employment contract.

Created: 2026-03-04