Administrative Specialist

Dept Number/Name: 0-0436-000 / Residential Education

College Division: Stud Aff-Com Dev and Stu Engage

Salary Plan: Staff

Job Code/Title: 2204 / Administrative Specialist

Salary Range: $36,000 - $40,000

Position Number: 00050971

ORGANIZATIONAL SUMMARY:

Student Success at the University of South Florida (USF) is a preeminent organization that inspires learning and transforms the lives of students for lifelong success. We provide learning opportunities and environments for students to discover, integrate, and apply new knowledge that increases their capacity for personal growth, responsible citizenship, and ethical leadership.

Guided by this premise, Residential Education at the University of South Florida provides a safe community, innovative curricula, and quality services that contribute to our residents' success by fostering their learning, personal development, and global citizenship. Our dynamic residential experience produces proud USF alumni and engaged global citizens and we strive to achieve our motto of being the best place to live, work, and learn.

The Educational Priority of Residential Education is: At the conclusion of the residential experience, students will be holistically well, interpersonally skilled, academically engaged, and self-aware to make a positive societal impact.

POSITION SUMMARY:

The administrative specialist performs high level office support duties and provides specialized administrative support for the Department of Residential Education. The position supports the department leadership team with administrative functions including, but not limited to, overseeing office operations, purchasing processes and contracts, vendor relations, meeting logistics and support, Human Resources operational support, preparing spreadsheets, preparing travel requests, maintaining calendars and schedules, particularly that of the director and associate directors. This position reports to the Director for Residential Education.

RESPONSIBILITIES:

• Performs specialized administrative duties required to support the specific departmental area using discretion to make judgments based on operating guidelines. Oversees all purchasing requests and requirements for the department, including maintaining p-card purchase records, researching items, and obtaining price quotes, entering information into university systems, etc.
  
  Liaison with RMD HR to ensure human resource actions for almost 225 employees inclusive of leave information, appointment paperwork, time sheets, and other requirements needing to be completed. Administrative oversight of over 200 fiscal and/or payroll related transactions a month.

• Provides administrative support to the Director of Residential Education, and the Associate Director. They will manage administrative tasks such as copies, faxes, maintain calendars, schedules meetings upon requests, use word processing for correspondence and reports.
  
  Processes purchasing requisitions and supply orders. They oversee golf cart logs, make name tags and business cards for Residential Education.

• Customer service: Explain policies, answer questions, and independently resolve issues when feasible.
  
  Communicate with students, families, and staff via phone, email, and in-person to respond to needs and questions. Send reminders, emails, and or initiate phone calls to residents. Assist with residence hall openings, closings, and transition periods between terms. Assist in the processing of residence hall damages and billing.

• Supports hiring needs of Residential Education by managing RMD and HR paperwork for the Assistant Director of Recruitment, Training, and Leadership. The position will have oversight about the personnel HR files of student staff employees.

• Oversight of student staff employees in the resource room space, but not direct supervision.

• 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:

Strong customer service skills and attitude is critical. Office administration, word processing and outlook experience. Experience in Residential Housing or other customer services organizations in higher education is preferred.

SPECIAL SKILLS/TRAINING:

The ideal candidate will have excellent customer service skills, particularly working with other offices, students, vendors, and staff. The ideal candidate would also have experience using GEMS, BANNER, FAST, Data Marts. Proficiency with Microsoft Suite is critical.

USF Tampa

Information for Applicants

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

Job Opening Number: 37025

Posting Date: 5/17/2024

Posting End Date: 5/31/2024

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.

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

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