Administrative Specialist

University of South Florida • Tampa, FL

1d

About The Position

Organizational Summary The University of South Florida Center for Student Involvement (CSI) is one of nine entities reporting to the Associate Vice President for Community Development and Student Engagement/Dean of Student within the Vice President of Student Success portfolio. The CSI is dedicated to cultivating an environment in which students are engaged in transformational experiences that lead to lifelong learning, personal growth, and connection to the University. CSI contributes to student success through quality involvement opportunities, education, and advising which foster USF pride, global leaders and holistic student development. CSI consists of the following areas: overall Student Involvement initiatives and engagement, Fraternity/Sorority Life, and Programs and Special events including, but not limited to, the Campus Activities Board and Centre Gallery. In one semester, CSI can average over 40,000 attendees at over 100 events. CSI is staffed by approximately 30 student leaders, the Centre Gallery, and the front desk staff assistant team as well as over 30 student volunteers. Additionally, there are 6 graduate assistants, 1 administrative specialist, 4 coordinators, 1 assistant director, 1 associative director, and 1 director that round out the full, award-winning, team. Position Summary An Administrative Specialist performs higher level office support duties and provides specialized program support for an administrative department, college, or program. The Administrative Specialist for the Center for Student Involvement performs a wide range of administrative and executive assistant duties including overseeing office operations, front desk management and supervision, purchasing processes and contracts, vendor relations, meeting logistics and support, HR operational needs, conducting research, preparing statistical reports, spreadsheets, correspondence, and presentations, handling information requests, making travel arrangements, and maintaining calendars and schedules, particularly that of the Director. This position reports to the Director of the Center for Student Involvement.

Requirements

• 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.

Nice To Haves

• The preferred candidate should have a Bachelors degree in a related field with at least 2-4 years of experience within an office or administrative support position supervising student assistants.
• The ideal candidate will have excellent customer service skills, particularly working with students and vendors, experience with GEMS, FAST, BANNER, and Data Marts, and purchasing and managing budgets.
• Proficiency with Microsoft Office Outlook, Word, Excel, PowerPoint, and other Office 365 apps is critical.
• Previous experience working in a college or university setting with undergraduate and graduate students is strongly preferred.

Responsibilities

• Leads office operations for the Center for Student Involvement with direct overall management and maintenance of the departmental office spaces, including sustaining equipment inventory and promotional materials distribution and control, and coordination of space use reservations, making independent decisions on a daily basis.
• Performs specialized administrative duties required to support the specific program area, using discretion to make judgments based on operating guidelines.
• Oversees all purchasing requests and requirements for department, including maintaining P-card purchase records, researching items and obtaining price quotes, entering information into university systems.
• Liaison with RMD HR to ensure human resource actions for almost 50 employees for payroll preparation or certification, leave information, appointment papers, time sheets and other requirements are completed. Administrative oversight of over 100 fiscal and/or payroll related transactions a month.
• Responds to and initiates inquiries (questions regarding purchasing, personnel, information technology, facilities, administration, specialized programs, etc.). Explains policies, answer questions, independently resolve problems or direct callers and Center guests to appropriate resources.
• Plans, prioritizes, and schedules departmental meetings as well as appointments for the Director. Arranges and coordinates conference, professional, and leadership development travel and travel reimbursement for all staff. Sustains and maintains calendar for departmental meetings. Assists with scheduling meetings for other professional staff, as needed.
• Supervises 5-7 Federal Work Study students, and 1-2 OPS student office assistants and front desk staff. Develops and implements onboarding, training, and continued development of the operations student staff. Provides assistance to the Director with the supervision of a staff assistant, as needed.
• Works with outside vendors and campus partners to coordinate key events for large student programs and assist professional staff with event planning, coordination, and implementation of 3-4 annual events for 50-75 people. Works with vendors and campus departmental partners throughout the year, particularly as it relates to payments, vendor set-up, onsite assistance, related orders and logistical items, including office space redesign and renovation, as needed.
• Performs other duties as assigned to support and model the mission, vision, and goals for CSI, CDSE, Student Success, & USF.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED