Administrative Specialist

Dept Number/Name: 0-1775-000 / Inst for School Comm Partnersh

College Division: Acad Affairs-Coll of Education

Salary Plan: Staff

Job Code/Title: 2204 / Administrative Specialist

Hiring Salary/Salary Range: $40,000 - $45,000

Position Number: 00033091

ORGANIZATIONAL SUMMARY:

The Institute for School-Community Partnerships, Integrated Services, and Child Mental Health and Educational Policy (ISCP), which is part of the College of Education, envisions that all schools in the state of Florida and nationally will have the capacity to provide a safe, effective, and efficient environment to continuously improve the academic, social, and emotional growth of all students and to actively engage families and communities in education. The ISCP's nearly $23 million budget is derived from grants from federal, state, and private sources.

It is the mission of the ISCP to implement and evaluate research-based and innovative practices in school and community settings. This is accomplished through (a) training, technical assistance, and support to key partners; (b) community-engaged research and program evaluation to inform key partners' decision making; (c) the development of research and evidence-based documents, tools, and resources to support implementation and evaluation activities; and (d) supporting the infrastructure and capacity of key partners to implement and evaluate federal and state educational policy.

POSITION SUMMARY:

The Administrative Specialist provides a range of services to the fiscal agent and its funders. This position is responsible for performing related duties in regards to processing daily and overnight travel for employees; preparing subrecipient reimbursement packages; planning conferences and meetings; processing credit card authorizations for hotels; and purchasing flights.

The position also involves preparing and submitting requisitions for purchase orders; submitting contracts for events, services, and products; submitting payment requests; and obtaining quotes, ordering, and tracking delivery of computers, printers, supplies, and other equipment for grant employees. This position is also responsible for maintaining a database of equipment and travel for grants, which includes formatting spreadsheets and other documents necessary to organize and track travel, ordering and shipping of supplies, p-card purchases, and other matters that require tracking. The Administrative Specialist also monitors project adherence to policies and procedures set forth by USF and the Florida Legislation related to fiscal matters and notifies supervisor of issues for resolution.

SPECIAL REQUIREMENTS:

Strong knowledge of Microsoft Office, Excel and Word programs.

Strong verbal and written communication skills.

RESPONSIBILITIES:

Coordinates scheduling, travel, report submissions and other activities of the teams. Prepares and submits travel authorizations, and expense reports for all employees on the grants.

Prepares and submits requisitions for purchase orders required for equipment and office supplies as needed and as approved by PI and Grants Business Manager. Submits contracts for events, services, and products. Submits payment requests to A/P department.

Assists with the completion of Procurement Card cardholder applications, cardholder agreements, activations and answers any questions during the process.

Maintains equipment and travel databases for grants. Formats spreadsheets, and other documents necessary to organize and track travel, ordering and shipping of supplies, p-card purchases, and other tasks as assigned.

Maintains issued purchase orders. Monitors project adherence to policies and procedures set forth by USF and the Florida Legislation related to fiscal matters; notifies supervisor of issues for resolution.

Serves as back-up reconciler for the department.

Completes department deposits of travel reimbursements at the on-campus cashiers office.

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.

PREFERRED:

Bachelor's degree in related field or business administration, with at least four years of experience in an office, administrative, or purchasing position.

SPECIAL SKILLS/TRAINING:

Ability to type 40 to 50 wpm. Organization; communication and interpersonal skills; ability to work in a collaborative team environment; ability to learn other software programs.

USF Tampa

Information for Applicants

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

Job Opening Number: 36955

Posting Date: 05/08/2024

Posting End Date: 05/22/2024

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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