Administrative Specialist

Dept Number/Name: 0-1213-000 / Chemistry

College Division: Acad Affairs-Coll of ArtsandSci

Salary Plan: Staff

Job Code/Title: 2204 / Administrative Specialist

Hiring Salary/Salary Range: $40,000

Position Number: 00037535

Work Schedule: On Campus with option for hybrid schedule upon completion of satisfactory probationary period.

ORGANIZATIONAL SUMMARY:

The Department of Chemistry represents one of the cornerstones of the School of Natural Sciences and Mathematics and the College of Arts and Sciences as well as the University as a whole. The Department of Chemistry is well-positioned in its centrality, demand, quality and sustainability to significantly contribute to the University vision of serving as a pre-eminent research university with state, national and global impact. The Department of Chemistry is dedicated to developing globally competitive undergraduate, graduate and professional programs as well as expanding its world-class interdisciplinary research ranging from drug discovery to materials science.

POSITION SUMMARY:

This position works closely with a large and motivated departmental staff to facilitate the needs and strategic goals of a complex department. This position serve as an integral role in the academic, office and fiscal processes and will provide direct support for faculty, staff and students.

RESPONSIBILITIES:

Coordinates and submits student tuition waivers for incoming and returning students.

Provide administrative support to academic programs

Coordinating Peer Leading & REU permit process

Coordinate and facilitate awards process for the annual banquet for undergraduate, graduates, alumni & teaching awards with UGC Chair & GC Chair

Medical Laboratory Scientist Program Coordinator: coordinating annual workshop, organizing student application files and meeting with students about application process and liaison with Directors.

Weekly monitoring of enrollment and unmet demand during peak times to provide support to advising, scheduler, academic Director and Chair.

Support responsibilities for Academic Program Specialist (course scheduler) and Academic Services Administrator

Coordinate internal and external departmental metrics and reporting under direction of the Chair, UGC Chair, and Graduate Director

SACS, ACS Annual Report, Graduate/Post-Doc surveys, SE Chairs Surveys, Academic/Departmental Program Review

Utilize web reporting systems to provide data to chair, director and faculty.

Gather data to assist with faculty course assignments, instructional planning (visiting/adjunct requests) and workload reporting

Tenure and Promotion Liaison

Coordinating Annual Evaluations for Faculty

Updating workload assignments in FAIR and Archivum

Coordinating schedules for potential faculty member interviews

Responsible for scantron and scantron trainings

Responsible for assisting with department mail and reception duties (include monitoring chemhelp inbox and main department phone)

Assist with coordinating departmental events such as annual banquet, committee meetings, colloquium, conferences, seminars faculty retreat and year end celebration.

Maintain calendars for Department Chair, scheduling departmental space and lecture speaker meetings.

Faculty meeting minutes

Website maintenance and updates (CMS), including social media, marketing materials such as flyers/brochures/web rotators.

Provide support with graduate admissions process

Assisting in the proctoring of graduate student ACS exams as needed

Serves as department liaison to volunteer processes for students

Performs other duties as assigned.

POSITION QUALIFICATIONS:

MINIMUM:

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.

USF Tampa

Information for Applicants

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

Job Opening Number: 37214

Posting Date: 06/12/2024

Posting End Date: 06/26/2024

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.

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