Admin Specialist

University of South Florida•Tampa, FL

1d•$19 - $21

About The Position

Reporting directly to the Assistant Director of Business Operations, the Admin Specialist supports virtual and in-person training activities, coordinates certificate and certification processes, manages communications, and performs administrative functions in a fast-paced educational environment. The role provides information to prospective and current students about the OSHA Training Institute Education Center’s certificate and certification programs, occupational safety and health career development opportunities, and educational pathways. It may also support outreach and informational activities that raise awareness of these programs and opportunities. The position monitors and supports virtual instructor-led training sessions, provides administrative and technical assistance to instructors and trainees, helps resolve minor technology issues, verifies compliance with training requirements and virtual classroom protocols, maintains records, and coordinates with instructors and staff to support course delivery. It also processes credential applications, communicates with applicants, prepares and distributes credential documents, maintains records, researches technology solutions to improve processing, and supports quality assurance. Additional duties include managing phone and email inquiries, welcoming visitors, supporting reception and package distribution, and providing administrative assistance for special projects, training activities, and office operations. The work takes place in a fast-paced training and educational environment requiring accuracy, efficiency, adaptability, self-motivation, and resourcefulness while responding to changing priorities and maintaining the quality and integrity of training support operations.

Requirements

High school diploma or equivalent.
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.
Conditional upon meeting all U.S. employment eligibility requirements.
Ability to work in a fast-paced training and educational environment requiring accuracy, efficiency, and adaptability.
Self-motivated and resourceful, with the ability to respond effectively to changing priorities while maintaining the quality and integrity of training support operations.

Nice To Haves

Associate degree in Business Administration, Office Management, Education, or a related field.
Ten or more years of professional administrative experience.
Advanced proficiency with Microsoft Office applications, including Word, Excel, Outlook, PowerPoint, and Microsoft Teams.
Experience using Canvas Learning Management System or similar learning management platforms.
Experience supporting virtual training programs, course administration, and educational operations.
Fluency in English and Spanish.

Responsibilities

Monitor and support Virtual Instructor-Led Training sessions to ensure a professional and seamless learning experience.
Provide administrative and technical support to instructors and trainees during virtual training sessions.
Assist with minor troubleshooting and technology-related issues.
Verify compliance with OTIEC training requirements and virtual classroom protocols.
Maintain training records and support session documentation.
Coordinate with instructors and staff to support successful course delivery.
Process certificate and certification applications and verify eligibility requirements.
Provide applicants with information and payment links as required.
Prepare and distribute certificates, certification documents, and correspondence.
Maintain electronic and hard-copy records according to established procedures.
Research and implement technology solutions to improve certificate and certification processing efficiency.
Support quality assurance efforts related to credentialing processes.
Assist with managing and operating the office phone system and route incoming calls appropriately.
Respond to routine inquiries from students, instructors, and customers.
Welcome visitors, answer general questions, and notify staff of visitor arrivals.
Sign for and distribute incoming packages.
Maintain a professional, organized, and welcoming reception area.
Assist with email communications and customer service activities.
Provide administrative support for special projects and office operations.
Assist staff with training-related activities and general office functions.
Perform other duties as assigned to support the mission of the OTIEC.
Provide information to prospective and current students about certificate and certification programs, career development opportunities, and educational pathways in occupational safety and health.
Assist with outreach and informational activities supporting awareness of programs and opportunities.