Administrative Specialist

Dept Number/Name: 0-0477-000 / Career Services

Salary Plan: Staff

Job Code/Title: 2204 / Administrative Specialist

Position Number: 00005423

ORGANIZATIONAL SUMMARY:

The Center for Career & Professional Development at the University of South Florida (Tampa campus), reporting to the Division of Student Success, is the university's centralized career planning and employment assistance service for students and graduates. Programs offered by the CCPD are designed to help students and graduates assess, explore, develop, and implement their career goals, gain employability skills and career-related experiences, prepare for a successful transition into graduate/professional school or the labor market, and connect with employers to obtain part-time jobs, internships, cooperative education, and professional employment.

POSITION SUMMARY:

The ideal candidate will report directly to the Director of Industry to Campus Connections, while also supporting 2 other team members. The primary role this individual will play is providing support to the Industry to Campus Connections team in various capacities. This role works closely with the Center for Career & Professional Development team and across the University, employers, and alumni partners.

RESPONSIBILITIES:

This position will be responsible for managing the team's general inbox, updating response templates and checking the inbox daily. Maintain our library of communications and templates. Draft communications to employers not currently in existence and leverage/update existing communications on an ongoing basis as needed (examples include but not limited to logistics and parking details, event reminders, speaker briefing notes, etc.). To answer in-person, telephone or email inquiries for the Industry Connections team and respond appropriately.

Become extremely proficient in Handshake (our event system) to assist employers as necessary. Maintain all information in comprehensive project planning and Employer Database tool to ensure real time and efficient communication across the team. Keep the Employer/Industry Connections website updated with new information, videos, blogs, articles, company logos, etc.

Partner closely with the Operations and Marketing team to execute events and assist with planning efforts, as needed. Serve as a greeter/host when employers are on campus conducting in-person interviews in our suite (along with one other team member based on capacity and volume).Make room reservations in partnership with our Events Coordinator, determining ideal location options based on events. Manage reservations of On-Campus Interview suites.

Assist with special reports and projects. Generate excel reports, letters and other materials, utilizing the appropriate office software application(s). Create and manipulate queries within the college's enterprise software system such as class rosters, employer lists, USF employment data and other key information required for the team.

Develop system, process, tracking mechanism for collecting survey data from both students and employers and as needed, create presentations based on findings to share with team. Generate and manipulate reports as needed.

Begin creating comprehensive handbook for Industry to Campus Connections team. Create a working group of team members from other verticals to create uniform and consistent handbook for each group and ultimately, working group to create handbook for entire Center for Career & Professional Development team.

Assist in preparation of advisory committee and other meeting agendas, including necessary support materials; take and transcribe minutes of meetings; track actions and outcomes of meetings to ensure that proper follow up is completed, and that formal action is taken. Draft, recommend and implement new processes and forms.

Performs other duties as assigned.

MINIMUM QUALIFICATIONS:

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.

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.

PREFERRED QUALIFICATIONS:

Recent USF graduate strongly preferred.

SPECIAL SKILLS/TRAINING:

Microsoft Office Suite, Handshake

USF Tampa

Information for Applicants

This position is subject to a Level 1 criminal background check.

Job Opening Number: 37318

Posting Date: 6/26/2024

Posting End Date: 7/17/2024

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.

To request an accommodation with the application or interview process, please contact Central Human Resources by telephone: 813-974-2970 or email HR-ADA-Request@usf.edu.

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.

USF's Equal Opportunity Affirmative Action Statement.

Federal Rights

Applicants have rights under Federal Employment Laws: Family and Medical Leave Act (FMLA), Equal Employment Opportunity (EEO) and Employee Polygraph Protection Act (EPPA).

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.

USF offers GREAT BENEFITS to full time employees!!

• Medical/Dental/Vision Insurance

• Vacation/Sick Days

• 10 Paid Holidays

• Various Retirement and Saving Programs/Options

• Tuition Related Benefits (available for yourself, spouse, partner or dependent)

• Flexible Work Opportunities (based on position needs)

To learn more about working at USF please visit: Work Here.

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