Administrative Specialist

University of South Florida•Tampa, FL

About The Position

The Administrative Specialist provides comprehensive administrative support to the Director of Parking and Transportation Services (PATS) and assists PATS Assistant Directors and Managers. This role supports daily operations by coordinating, documenting, and handling customer correspondence, including late-payment communications.

Requirements

This position requires a high school diploma or equivalent, with four or more years of experience in an office or administrative support position.
Testing may be required to assess competency on word processing software.

Responsibilities

Manage the Director’s calendar and update it to accommodate schedule changes.
Manage all processes related to obtaining the Director’s signature.
Manages travel arrangements for PATS employees.
Provide administrative support to the PATS leadership team, including document preparation, data entry, filing, and record retention.
Maintain organized electronic and physical files.
Assist with scheduling meetings, preparing agendas, taking notes, and coordinating logistics for departmental and cross-functional meetings.
Manage the reservation system and calendar for the PSB Conference room and the PTB Training room.
Prepare welcome packet for new employees.
Support special projects and operational initiatives assigned.
Maintain department logs for contracts, agreements, and subscriptions, and active employees.
Serve as a point of contact for students, faculty, staff, and vendors via email, phone, and in person.
Draft, review, and send clear correspondence in response to customer inquiries, requests, and concerns.
Acknowledge customer inquiries promptly to ensure they are routed to the appropriate unit for resolution.
Track customer correspondence to ensure timely resolution and proper documentation.
Maintain a courteous, professional, and service-oriented tone in all communications.
Working with the Assistant Director of Finance helps with receivable tracking and follow-up correspondence.
Coordinate with internal teams to gather information needed to respond to customer requests.
Assist with the coordination and submission of general correspondence and time-sensitive documents to Auxiliary Enterprises, other USF departments, and external agencies
Assist with onboarding materials, training documentation, and departmental communications.
Coordinate and order office and miscellaneous supplies.
Enter and maintain accurate data in departmental systems.
Assist with tracking requests, deadlines, and follow-up actions.
Generate basic reports or summaries as needed to support the Division’s operations.