Administrative Specialist

University of South Florida - Tampa, FL (30+ days ago)4.2


Position Details

Department Number/Name: 0-6129-000 / Department of Neurosurgery

College Division: USF Health- Morsani College of Medicine/ Neurosurgery

Salary Plan: Staff

Job Code/Title: 2204/ Administrative Specialist

Hiring Salary/Salary Range: $31,500 - $39,000

Position Number: 00030781

JOB SUMMARY:
An Administrative Specialist performs higher level office support duties and provides specialized program support for an administrative department, college, or program. Administrative Specialists perform a wide range of administrative and personal assistant duties including conducting research, preparing statistical reports and spreadsheets, preparing correspondence, reports and presentations, handling information requests, planning conferences and meetings, providing purchasing and payroll support, fulfilling employment administration requirements, making travel arrangements, and maintaining calendars and schedules.

NATURE OF WORK:
This position typically reports to a Director, Associate Dean, or Program Director, but may also report to an Assistant or Associate Director or Assistant Program Director if the position requirements are consistent with this class. The Administrative Specialist must perform a wide variety of administrative support duties ranging from general clerical support to complex administrative coordination. Within the USF Office Support series, this is a third level position requiring a higher level of skills and experience than Administrative Clerks and Staff Assistants. This position may assign work to or supervise first and second level office support positions, students and temporary (OPS) employees. To fulfill the job requirements, employees assigned to this class title must be able to do research and extract data from appropriate relational databases such as OASIS, FAST, and GEMS. Administrative Specialists support high-level USF administrators, and must be able to apply judgment with respect to communications and confidentiality. This position requires intermediate or advanced level proficiency in the use of standard desktop applications, including the ability to produce documents and presentations of all kinds using word processing, spreadsheet and presentation software tools.

EXAMPLE OF DUTIES:
Respond to and initiate inquiries (questions regarding purchasing, personnel, facilities, administration, specialized programs, etc.) Explain policies, answer questions, and independently resolve problems whenever feasible.

Prepare presentation materials for use by others, editing content and adding appropriate graphic and design elements. These responsibilities may include creating basic web content.

Compose and/or prepare correspondence, memoranda, promotional materials, forms, newsletters, manuals, and reports using appropriate word processing and spreadsheet tools.
Perform basic statistical calculations on data for reports and presentations.

Plan, prioritize and schedule meetings and appointments for Directors and other management. Make decisions on a daily basis regarding calendars.

Assist with grant proposals and serve as a resource for information related to the administration of grants and contracts.

Perform specialized administrative duties required to support the specific program area, using discretion to make judgments based on operating guidelines. Support purchasing requirements for department, researching items and obtaining price quotes, entering information into university systems, receiving purchase orders, and maintaining P-Card information as required.
Support human resource and payroll processes as a primary contact or backup for payroll preparation or certification, leave tracking, appointment papers, and other requirements.

Arrange and coordinate travel and travel reimbursement for staff.

Compile and maintain information that may require web or library researching, gathering, compiling, and updating data and records.

Perform other administrative duties as required to support the mission and function of the unit.

POSITION QUALIFICATIONS:
MINIMUM:
This position requires a high school diploma or equivalent, with at least four years of experience in an office or administrative support position. Additional education may not be substituted for this experience requirement.

Are you interested in clinical job opportunities with USF Health Care working for University Medical Service Association, Inc. (UMSA)? Visit https://usfpgcareersource.health.usf.edu/ for more information.

Information for Applicants

This position is subject to a criminal background check.

Job Opening Number : 17292

Posting Date : 06/15/2018

Posting End Date : Open Until Filled

How to Claim Vet Preference

This position allows eligible veterans and their spouses to claim Veterans’ Preference pursuant to Florida Statute 295.

Applicants claiming preference are responsible for providing required documentation AT THE TIME OF SUBMITTING APPLICATION ; such documentation is required for eligibility determination.

Supporting documentation, in addition to the DD214, may be required based on eligibility criteria. If you are submitting a DD 214, please ensure the social security number and date of birth is redacted/removed.

For information on obtaining a DD 214 visit http://www.archives.gov/veterans/military-service-records/ or call 1-866-272-6272.

How To Apply

Click on the Apply Now button. When applying to an opening you will have the opportunity to upload a cover letter and resume.

Apply online by completing the required information and attaching your cover letter and resume. Please include your experience as it relates to the qualifications stated above. YOUR COVER LETTER AND RESUME, PLUS ANY OTHER REQUESTED MATERIAL, MUST BE IN ONE ATTACHMENT. Only online applications are accepted for this position.

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Equal Employment Opportunity

USF is an equal opportunity, equal access academic institution that embraces diversity in the workplace.

Work Location

Campus map and location overview:
USF - Health

USF - Tampa Campus

About USF

The University of South Florida System is a high-impact, global research system dedicated to student success. The USF System includes three institutions: USF; USF St. Petersburg; and USF Sarasota-Manatee. The institutions are separately accredited by the Commission on Colleges of the Southern Association of Colleges and Schools. All institutions have distinct missions and their own detailed strategic plans. Serving over 48,000 students, the USF System has an annual budget of $1.6 billion and an annual economic impact of $4.4 billion. USF is a member of the American Athletic Conference.

Working at USF

With more than 16,000 employees in the USF System, the University of South Florida is one of the largest employers in the Tampa Bay region. At USF you will find opportunities to excel in a rich academic environment that fosters the development and advancement of our employees. We believe in creating a talented, engaged and driven workforce through on-going development and career opportunities. We also offer a first class benefit package that includes medical, dental and life insurance plans, retirement plan options, tuition program and generous leave programs and more.

To learn more about working at USF please visit: Work Here. Learn Here. Grow Here.