Administrative Specialist (Finance)

The University of South Florida (USF) College of Education is a community of faculty, students, and staff focused on transforming lives through the promotion of equity, social justice, and improved outcomes for students and communities particularly those that have been underserved. The college of Education has a presence on all three campuses within USF. The USF St. Petersburg Campus offers undergraduate degrees as well as graduate degrees that are specific to this campus in addition to working with degrees that are spread across all three campuses. Our undergraduate degrees are unique in the USF system, as are two of our graduate degrees. There are multiple faculty members on this campus in addition to staff and student assistants. We also run several K-16 Initiatives, programs like UMatter and Call Me MiSTER. The USF Department of Criminology, which is housed in the College of Behavioral and Community Sciences, provides a scientific, philosophical, and humanistic approach to the understanding of these subjects in contemporary society. The St. Petersburg campus houses the undergraduate program, as well as the Trafficking in Persons Risk to Resilience Lab.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 a bachelor's degree.
6 years of directly relevant experience may be substituted for master's degree.

Please apply with Cover Letter and Resume/CV.

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.Working at USF
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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.
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About USF
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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 www.usf.edu .Responsibilities include:
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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 the Campus Dean for the College of Education on the St. Petersburg Campus. Ensure compliance with deadlines. Coordinate and collaborate with other university administrative staff across USF. Provide scheduling support for search committees and other work groups charged by the director and lead. Assist faculty with various tasks such as research, photocopying, and room reservations. Provide supervision, training, and support to student assistants. Ensure submission of correct student timesheets to the Academic Affairs (AA) business team. The position participates in Campus Operations meetings as the liaison for the College of Education building and is responsible for assisting with space reservations in all College of Education classrooms and spaces.
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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 and correspondence. Extra data from OASIS, FAST, ORACLE and/or other database and sources as needed. Assist faculty with various tasks such as research, such as conducting literature reviews, transcribing interviews and editing documents.
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Business and HR support: Coordinate and collaborate with the AA business team o acquisition of services and products and personnel actions such as hiring staff and student assistants, appoint faculty and adjuncts ,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. Provide administrative support for special projects identified by leadership. Plan ad coordinate events related to such projects.
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Course Scheduling: Support maintenance of the class schedule for academic units supported by the STP Academic Affairs business team. Coordinate with academic leaders and advisors on scheduling and enter course data in university scheduling system. Assist students with permits and class overrides. Maintain current knowledge of USF Scheduling practices. Monitor course fees and coordinate accurate application of fees with Academic Affairs (AA) business staff.
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Performs other duties as assigned.
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