Administrative Specialist

University of South Florida•Tampa, FL

8d•$39,000 - $47,000

About The Position

The Administrative Specialist provides administrative support to the University of South Florida’s Technology Transfer Office. The role performs a broad range of administrative, purchasing, travel, financial, and operational support duties, using discretion to make judgments based on operating guidelines and independently resolving routine problems when feasible. The position supports departmental purchasing by researching items, obtaining price quotes, entering information into university systems, and receiving purchase orders. It responds to and initiates inquiries involving purchasing, facilities, administration, and specialized programs; coordinates employee travel and related authorizations, registrations, reimbursements, and records; reconciles assigned P-Cards; and provides routine invoice and payment support. Additional duties include maintaining records and electronic files, tracking assigned items, updating university and departmental systems, coordinating documentation, and assisting with special projects. The minimum qualification is a high school diploma or equivalent and at least four years of office or administrative support experience. Appropriate college coursework or vocational/technical training may substitute at an equivalent rate. The preferred qualification is a high school diploma or equivalent and two years of Corporate Business Office or Private Law Office experience. A Level I background check is required. The hiring salary range is $39,000 to $47,000, commensurate with experience.

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 for required experience.
Must meet all U.S. employment eligibility requirements.
A Level I background check is required.

Nice To Haves

High school diploma or equivalent with two years of Corporate Business Office or Private Law Office experience.

Responsibilities

Perform specialized administrative duties for the department, using discretion to make judgments based on operating guidelines.
Support departmental purchasing by researching items, obtaining price quotes, entering information into university systems, and receiving purchase orders.
Respond to and initiate inquiries about purchasing, facilities, administration, and specialized programs; explain policies, answer questions, and independently resolve problems when feasible.
Coordinate travel arrangements for department employees, including completing Travel Authorization Requests, conference and hotel registrations, expense reimbursements, and related recordkeeping.
Reconcile assigned P-Cards, maintain supporting working files, and research charge inconsistencies or other issues.
Process and track invoices and payments, maintain supporting documentation, and follow up on transaction issues.
Support departmental programs and activities by maintaining records and electronic files, tracking assigned items, updating university and departmental systems, coordinating documentation, and assisting with special projects.
Perform other duties as assigned.