Academic Program Specialist

University of South Florida•Tampa, FL

21h•Onsite

About The Position

The Academic Program Specialist performs specialized administrative work supporting program implementation in an academic department, school, or college. Under general supervision, the role handles a wide variety of office and clerical duties of medium complexity and may assign work to or supervise student or temporary (OPS) employees. The position requires the ability to run inquiries, queries, and standard reports in university systems, including OASIS, Xitracs, FAIR, Archivum, PowerBI, and internal Microsoft Access databases, and to produce documents using word-processing and spreadsheet software. The position provides day-to-day administrative support to the department or school, assists faculty with instructional and administrative requests, maintains school information and databases, and supports events, travel, purchasing, and faculty searches. It is onsite, Monday through Friday, 8:00 a.m. to 5:00 p.m. Visa support is not provided.

Requirements

High school diploma or equivalent.
Four years of experience in office or administrative positions; appropriate college coursework or vocational/technical training may substitute at an equivalent rate.
Ability to perform inquiries, queries, and standard reports using university systems such as OASIS, Xitracs, FAIR, Archivum, PowerBI, and internal Microsoft Access databases.
Ability to produce documents using word-processing and spreadsheet software.

Responsibilities

Provide day-to-day operational support to the Academic Services Administrator.
Copy exam and class materials and grade exam scantrons.
Compare department course schedules with OASIS schedules and flag discrepancies for the Academic Services Administrator.
Update faculty door signs with courses and office hours each semester.
Track and initiate purchases of copy paper and other office supplies.
Assist with purchase and travel requests, including student travel requests and transportation bookings.
Arrange travel and reimbursements for candidates and outside guests.
Help plan workshops, retreats, and school meetings, including room or venue coordination, catering, and purchasing requirements.
Coordinate and schedule advisory board meetings.
Update and maintain databases used by the school.
Update the department directory.
Work with the college communications and marketing team to update school webpages and print materials.
Upload and update content on monitors outside the school, including calendar updates and faculty slides.
Assist and provide backup to the Academic Services Administrator with employment requests and supporting documentation.
Assist faculty with textbook orders and adjunct requests for desk copies and online access to instructor resources.
Request and save syllabi each semester.
Remind faculty of grade submission dates and track submissions.
Request and save updated faculty VITAs.
Assist and provide administrative backup to the Academic Services Administrator for faculty searches.
Perform other administrative and analytical duties supporting the academic mission of the school and college as needed.