University of South Florida
Administrative Specialist
University of South Florida, St. Petersburg, Florida, United States
Job Description
The Administrative Specialist provides high-level administrative and operational support to the Dean of Students and University Student Centers on the St. Petersburg campus. Reporting to the Dean of Students with a dotted line to the Director of the University Student Centers, this front-facing role ensures exceptional service delivery, efficient office operations, and meaningful engagement with students, faculty, staff, and community members. The position supports student success initiatives, manages communications, and supports events as needed.
Responsibilities
Specific duties include: Office Operations & Executive Support Manage daily operations of the DOS office, including scheduling, travel coordination, meeting preparation, and documentation. Provide strategic support for initiatives and maintain organized systems for records and reporting. Front Desk & Guest Services Serve as the primary point of contact at the reception desk of the Judy Genshaft Student Life Center from 8:00am - 5:00pm. Welcome guests, respond to inquiries, and ensure a professional and inclusive environment. Route concerns to appropriate departments and appropriately and maintain a helpful presence. Financial & Administrative Systems Oversee procurement, travel expenses, reimbursements, and budget tracking using university systems (e.g., Bull Marketplace, Maxient). Maintain spreadsheets and databases for audits and verification. Manage website updates and internal communications. Student Hiring & Supervision Lead student assistant recruitment, onboarding, and supervision. Monitor payroll and eligibility, update job descriptions, and coordinate with Human Resources managerment. Resource Management. Support training and development efforts within the DOS unit. Event Coordination & Student Engagement Coordinate logistics for student-centered events, workshops, and leadership programs. Support student community building efforts through accessible programming and outreach. Professional Development & Committee Participation Engage in university-wide and divisional committees. Participate in professional development activities and contribute to continuous improvement efforts. Other duties as assigned. Qualifications
Minimum Education and Experience:
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.
SB 1310:
A public employer may include a postsecondary degree as a baseline requirement only as an alternative to the number of years of direct experience required, not to exceed:
(a) Two years of direct experience for an associate degree; (b) Four years of direct experience for a bachelor's degree; (c) Six years of direct experience for a master's degree; (d) Seven years of direct experience for a professional degree; or (e) Nine years of direct experience for a doctoral degree Minimum Qualifications that require a high school diploma are exempt from SB 1310.
Preferred Qualifications:
Experience in a higher education or student affairs setting. Strong interpersonal and customer service skills; ability to interact professionally with students, staff, and visitors. Proficiency in Microsoft Office Suite (Outlook, Word, Excel, Teams) and familiarity with office technology. Ability to manage multiple tasks and prioritize effectively in a dynamic environment. Experience with scheduling, calendar management, and meeting coordination. Attention to detail and accuracy in data entry and visitor tracking. Familiarity with FERPA and handling confidential information appropriately. Ability to work independently and as part of a team. Strong written and verbal communication skills. Bilingual or multilingual abilities (preferred but not required).
This position may be subject to a level 1 or Level 2 background check.
ADA Accommodations:
Applicants for USF employment are entitled to request reasonable accommodations in the application process. A request is to be made 5 working days before the accommodation is needed. Contact the USF ADA Lead (Hr-ada-request@usf.edu) for more information.
About Us
Working at USF
With approximately 16,000 employees, the University of South Florida is one of the largest employers in the Tampa Bay area. We are dedicated to cultivating a talented, engaged and driven workforce that strives to be bold. Employees excel in USF's rich academic environment, which fosters their development and advancement. In 2025, Forbes recognized USF as one of Florida's best large employers, ranked No. 1 among the state's 12 public universities. Our first-class benefits package includes medical, dental and life insurance plans, retirement plan options, employee and dependent tuition programs, generous leave, and hundreds of employee perks and discounts.
About USF
The University of South Florida is a top-ranked research university serving approximately 50,000 students from across the globe at campuses in Tampa, St. Petersburg, Sarasota-Manatee and USF Health. USF is recognized by U.S. News & World Report as a top 50 public university and the best value in Florida. U.S. News also ranks the USF Health Morsani College of Medicine as the No. 1 medical school in Florida and in the highest tier nationwide. USF is a member of the Association of American Universities (AAU), a group that includes only the top 3% of universities in the U.S. With an all-time high of $738 million in research funding in 2024 and as a top 20 public university for producing U.S. patents, USF uses innovation to transform lives and shape a better future. The university generates an annual economic impact of more than $6 billion. USF's Division I athletics teams compete in the American Athletic Conference. Learn more at www.usf.edu.
Compliance and Federal Notices
This position may be subject to a Level 1 or Level 2 criminal background check.
Applicants have rights under Federal Employment Laws:
The University of South Florida is an equal opportunity employer that does not discriminate against any employee or applicant for employment based on any characteristic protected by law. The University maintains programs for protected veterans and individuals with disabilities in accordance with all applicable federal and state laws.
Family and Medical Leave Act (FMLA)
Applicants for USF employment are entitled to request reasonable accommodation(s) in the application process. A request is to be made at least five (5) working days prior to the time the accommodation(s) is needed. Visit the Central Human Resources ADA Accommodations webpage for more information on requesting an accommodation during the application/interview process.
Equal Employment Opportunity
The University of South Florida is an equal opportunity employer that does not discriminate against any employee or applicant for employment based on any characteristic protected by law. The University maintains affirmative action programs for protected veterans and individuals with disabilities in accordance with all applicable federal and state laws. This job description does not constitute an employment contract.
The Administrative Specialist provides high-level administrative and operational support to the Dean of Students and University Student Centers on the St. Petersburg campus. Reporting to the Dean of Students with a dotted line to the Director of the University Student Centers, this front-facing role ensures exceptional service delivery, efficient office operations, and meaningful engagement with students, faculty, staff, and community members. The position supports student success initiatives, manages communications, and supports events as needed.
Responsibilities
Specific duties include: Office Operations & Executive Support Manage daily operations of the DOS office, including scheduling, travel coordination, meeting preparation, and documentation. Provide strategic support for initiatives and maintain organized systems for records and reporting. Front Desk & Guest Services Serve as the primary point of contact at the reception desk of the Judy Genshaft Student Life Center from 8:00am - 5:00pm. Welcome guests, respond to inquiries, and ensure a professional and inclusive environment. Route concerns to appropriate departments and appropriately and maintain a helpful presence. Financial & Administrative Systems Oversee procurement, travel expenses, reimbursements, and budget tracking using university systems (e.g., Bull Marketplace, Maxient). Maintain spreadsheets and databases for audits and verification. Manage website updates and internal communications. Student Hiring & Supervision Lead student assistant recruitment, onboarding, and supervision. Monitor payroll and eligibility, update job descriptions, and coordinate with Human Resources managerment. Resource Management. Support training and development efforts within the DOS unit. Event Coordination & Student Engagement Coordinate logistics for student-centered events, workshops, and leadership programs. Support student community building efforts through accessible programming and outreach. Professional Development & Committee Participation Engage in university-wide and divisional committees. Participate in professional development activities and contribute to continuous improvement efforts. Other duties as assigned. Qualifications
Minimum Education and Experience:
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.
SB 1310:
A public employer may include a postsecondary degree as a baseline requirement only as an alternative to the number of years of direct experience required, not to exceed:
(a) Two years of direct experience for an associate degree; (b) Four years of direct experience for a bachelor's degree; (c) Six years of direct experience for a master's degree; (d) Seven years of direct experience for a professional degree; or (e) Nine years of direct experience for a doctoral degree Minimum Qualifications that require a high school diploma are exempt from SB 1310.
Preferred Qualifications:
Experience in a higher education or student affairs setting. Strong interpersonal and customer service skills; ability to interact professionally with students, staff, and visitors. Proficiency in Microsoft Office Suite (Outlook, Word, Excel, Teams) and familiarity with office technology. Ability to manage multiple tasks and prioritize effectively in a dynamic environment. Experience with scheduling, calendar management, and meeting coordination. Attention to detail and accuracy in data entry and visitor tracking. Familiarity with FERPA and handling confidential information appropriately. Ability to work independently and as part of a team. Strong written and verbal communication skills. Bilingual or multilingual abilities (preferred but not required).
This position may be subject to a level 1 or Level 2 background check.
ADA Accommodations:
Applicants for USF employment are entitled to request reasonable accommodations in the application process. A request is to be made 5 working days before the accommodation is needed. Contact the USF ADA Lead (Hr-ada-request@usf.edu) for more information.
About Us
Working at USF
With approximately 16,000 employees, the University of South Florida is one of the largest employers in the Tampa Bay area. We are dedicated to cultivating a talented, engaged and driven workforce that strives to be bold. Employees excel in USF's rich academic environment, which fosters their development and advancement. In 2025, Forbes recognized USF as one of Florida's best large employers, ranked No. 1 among the state's 12 public universities. Our first-class benefits package includes medical, dental and life insurance plans, retirement plan options, employee and dependent tuition programs, generous leave, and hundreds of employee perks and discounts.
About USF
The University of South Florida is a top-ranked research university serving approximately 50,000 students from across the globe at campuses in Tampa, St. Petersburg, Sarasota-Manatee and USF Health. USF is recognized by U.S. News & World Report as a top 50 public university and the best value in Florida. U.S. News also ranks the USF Health Morsani College of Medicine as the No. 1 medical school in Florida and in the highest tier nationwide. USF is a member of the Association of American Universities (AAU), a group that includes only the top 3% of universities in the U.S. With an all-time high of $738 million in research funding in 2024 and as a top 20 public university for producing U.S. patents, USF uses innovation to transform lives and shape a better future. The university generates an annual economic impact of more than $6 billion. USF's Division I athletics teams compete in the American Athletic Conference. Learn more at www.usf.edu.
Compliance and Federal Notices
This position may be subject to a Level 1 or Level 2 criminal background check.
Applicants have rights under Federal Employment Laws:
The University of South Florida is an equal opportunity employer that does not discriminate against any employee or applicant for employment based on any characteristic protected by law. The University maintains programs for protected veterans and individuals with disabilities in accordance with all applicable federal and state laws.
Family and Medical Leave Act (FMLA)
Applicants for USF employment are entitled to request reasonable accommodation(s) in the application process. A request is to be made at least five (5) working days prior to the time the accommodation(s) is needed. Visit the Central Human Resources ADA Accommodations webpage for more information on requesting an accommodation during the application/interview process.
Equal Employment Opportunity
The University of South Florida is an equal opportunity employer that does not discriminate against any employee or applicant for employment based on any characteristic protected by law. The University maintains affirmative action programs for protected veterans and individuals with disabilities in accordance with all applicable federal and state laws. This job description does not constitute an employment contract.