Press Control+M to start dragging object
Skip to Main Content
ptnbsid=i1jLZi0Gvq8itf9KCOZFqOO8p9I%3d
Back
Job Description
Actions
• • Home
• NavBar
• Help
• Sign Out
Previous Job
Job Title
Executive Administrative Specialist
Next Job
Apply for Job
Job ID
32114
Location
Tampa, FL
Full/Part Time
Full-Time
Regular/Temporary
Regular
Add to My Favorite Jobs
Email this Job
Position Details
Dept Number/Name: 0-3800-000 / Undergrad Stds-Deans Ofc Opera
College Division : Student Success
Salary Plan : Staff
Job Code/Title : 2205 / Executive Administrative Spec.
Hiring Salary Range: $47,000 - $50,000 annually
Position Number : 00003368
ORGANIZATIONAL SUMMARY:
The Student Success division at the University of South Florida, is comprised of 60 departments, providing students with academic support, engagement opportunities, health & wellness services and enhancement of the educational experience. As a part of the Student Success division, the Office of Undergraduate Studies (UGS) works in partnership with the academic colleges of all three campuses in the development, review and enhancement of undergraduate programs. The members of the UGS team work with faculty to establish and administer academic policies, assist with undergraduate curriculum development and review, and support proposals for new and revised programs and courses through the various approval processes. In addition to assisting with the academic programs offered by the colleges, Undergraduate Studies offers a number of academic programs.
POSITION SUMMARY:
The Executive Administrative Specialist provides executive, confidential support to the Dean and Assistant/Associate Deans in Undergraduate Studies. These include administrative support duties ranging from executive personal assistant duties to complex administrative coordination. The position requires greater proficiency at an intermediate or advanced level of skill in the use of desktop applications, experience and judgment than other positions within this series.
RESPONSIBILITIES:
Respond to inquiries to the Undergraduate Studies Dean's office. Serve as a liaison with other USF offices, managing the flow of communication. Explain policies, answer questions, and independently resolve problems whenever feasible. Perform specialized administrative duties required to support the specific responsibilities of the Dean of Undergraduate Studies, using discretion to make judgments based on operating guidelines. Supervise the main Undergraduate Studies desk and student assistant staff.
Plan, prioritize and schedule meetings and appointments for the Dean and UGS leadership. Prepare and coordinate meetings for the Dean of Undergraduate Studies and leadership team, by managing calendars, preparing agendas, distributing materials to members and assisting as needed with communication to team members, including distributing materials as directed. Assist with meeting coordination and preparation, taking meeting minutes, posting information on the web portal and serving as point person for the UGS team.
Prepare presentation materials for use by others, editing content and adding appropriate graphic and design elements. These responsibilities may include creating and updating web content. Compose and/or prepare correspondence, memoranda, promotional materials, forms, newsletters, manuals, and reports using appropriate word processing and spreadsheet tools. Compile and maintain information that may require web or library researching, gathering, compiling, and updating data and records. Coordinate all signature items for Undergraduate Studies requiring signature by the Dean or UGS leadership.
Support purchasing requirements for the Office of Undergraduate Studies, researching items and obtaining price quotes, entering information into university systems, receiving purchase orders, and maintaining P-Card information as required. Support the administration of searches for administrative or faculty positions. Fulfill human resource and payroll administrative requirements, such as payroll preparation or certification, leave tracking, appointment papers, and other requirements. Arrange and coordinate travel and travel reimbursement for the Dean, staff, and special guests. Perform budget tracking, reconciliation, and analysis.
Serve as administrative support person for designated committees, workgroups, task forces, projects, and boards. Create agendas, calendar appointments, maintain minutes, and communicate to members of the group. Performs other duties as assigned to support to support the mission and function of the executive's area of responsibility.
MINIMUM QUALIFICATIONS:
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 QUALIFICATIONS:
Bachelor's degree is preferred and six years of experience working in an executive level position.  Prefer USF or other university  experience.
SPECIAL SKILLS/TRAINING:
At least six years of experience in administrative/executive support position. Proficient in Microsoft Office 365.
USF Tampa
Information for Applicants
This position is subject to a Level 1 criminal background check.
Job Opening Number: 32114
Posting Date:  09/15/2022
Posting End Date: 09/29/2022
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 .
Connect with us:
Apply for Job
• Careers
• Sign In
• New User