Administrative Specialist, Research Operations

University of South Florida•Tampa, FL

4d•$38,917 - $48,630

About The Position

This position performs higher-level office support for the Office of the Senior Vice President in USF Research. It serves as the office concierge, managing front-office staff and providing high-level service to faculty, staff, students, and external visitors. The role handles travel support, purchasing and reimbursement requests, front-desk operations, and administrative support for office-sponsored events.

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.
Meet all U.S. employment eligibility requirements.
Pass a Level I background check.

Nice To Haves

One or more years of experience in a high-level administrative office.
Excellent verbal and written communication skills.
Experience and knowledge of MS Office and USF Systems.

Responsibilities

Serve as P-Card reconciler for the Research VP Office and Sponsored Programs and backup reconciler for other Research departments; review receipts, supporting documentation, and transactions for accuracy and compliance with university fiscal and purchasing policies.
Process purchasing and reimbursement requests for the office and affiliated departments, create requisitions, receive invoices in Bull Marketplace, and monitor transactions for completeness, approvals, and compliance.
Process travel authorizations and expense reports for VP Research Office and Sponsored Programs staff; assist with travel planning, logistics, and reimbursement, and provide guidance on travel procedures and documentation.
Coordinate daily front-desk operations and direct and supervise the Receptionist; coordinate office supplies, inventory, ordering, and distribution; coordinate vehicle scheduling, maintenance, and related records; serve as a resource for routine office procedures and operational needs.
Assist with organizing and executing office-sponsored events, including research symposia, conferences, bootcamps, and informational sessions, in collaboration with the Research team and USFRI Events team; coordinate support for catering, technology, and materials.
Coordinate onboarding for new employees, including preparation of materials, technology access, and orientation to departmental procedures, resources, and expectations.
Perform other duties as assigned.