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Executive Administrative Specialist

University of South Florida

Location: Tampa, FL 33620
Type: Full-Time, Permanent, Non-Remote
Posted on: February 19, 2021
This job is no longer available from the source.
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Executive Administrative Specialist
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Job ID
26595
Location
Tampa, FL
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Full-Time
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Regular
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Position Details
Dept Number/Name: 0-3902-000 / Graduate School
College Division: Acad Affairs-Graduate School
Salary Plan: Staff
Job Code/Title: 2205 / Executive Administrative Specialist
Hiring Salary/Salary Range: $43,000-$49,000
Position Number: 00002897
ORGANIZATIONAL SUMMARY:
The Office of Graduate Studies, comprised of approximately 22 Administrative and Staff personnel, functions to assist the Associate Vice President & Dean and the Associate Dean in successfully running the day-to-day operations necessary to support graduate and postdoctoral education at USF. This unit works closely with other administrative units, faculty, postdoctoral scholars, students, and staff across campus to attain the goals and mission set forth by the University
POSITION SUMMARY:
The position of Executive Administrative Specialist is responsible for assisting the Associate Dean with the oversight of the Fellowship programs maintained by the Office of Graduate Studies (OGS). The person in this position will prepare OGS Fellowship information for distribution to the Colleges and graduate students, oversee the Fellowship selection process, manage Award Spring applications, and notify Fellowship recipients of their awards. Responsibilities also include management of the annual Fellow review process, collection of data to assist in determining the effectiveness of award distribution and student success, coordination of website updates to inform the community of Fellows’ success and the planning of networking events for Fellowship students. In addition, this individual will assist the Associate Dean in day to day office activities, prepare a monthly email for graduate students, assist with the taking of minutes at meetings, and respond to student issues as they arise. Given the breadth of duties and responsibilities associated with the position, it will require proficient multi-tasking, as well as strong computer abilities.
RESPONSIBILITIES:
Coordinator of Fellowship Programs : Demonstrate a broad authority in formulating, recommending, and implementing new projects that benefit the outreach, impact, and efficiency of the Fellowships programs within the Office of Graduate Studies. In conjunction with other Office staff, develop and carry out programs that enhance the Fellowship experience of our recipients. Responsibilities include assistance in the recruitment of Fellows, administration of the application reviews, notification of recipients, communication with Fellows and collecting data for the assessment of student and program success.
Dean/Associate Dean Support: Exercise independence, thought, and knowledge of the various aspects associated with the position, show great efficiency with multi-tasking, and use administrative judgment in all responsibilities. Compose, format, proof and finalize correspondence and other documents for the Office. Maintain files, including confidential ones, for the Office. Coordinate the collection, analysis, compilation, and submission of information required for various reports. Assist with registration for the International Teaching Assistant (ITA) Workshop.
Graduate Studies Support: Provide assistance with programs and receptions, including Orientation and Commencement, and other Office of Graduate Studies events, including those done in concert with other offices as needed. Meet with students and answer emails, as appropriate.
Research Support: Assist with various research efforts and grant administration as needed with the Office.
POSITION QUALIFICATIONS:
MINIMUM:
This position requires a high school diploma or equivalent, with at least six years of experience in an office or administrative support position. Post-secondary education may be substituted on a year for year basis for up to a maximum of 2 years of experience.
PREFERRED:
A Bachelor’s degree or higher. Experience with and proficiency in the use of various databases, such as Access, as well as experience in building and maintaining web pages and developing and disseminating forms within Qualtrics and Microsoft Forms.
SPECIAL SKILLS/TRAINING:
Proficiency with the various components of the MS Office Suite, including strong skills in Excel.
Strong verbal and written communication skills.
USF Tampa
Information for Applicants
This position is subject to a Level 1 criminal background check.
Job Opening Number: 26595
Posting Date:  2/19/2021
Posting End Date: 2/26/2021
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.
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.
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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