Job details
Salary $32,000 – $35,000 a year
Job Type Full-time
Full Job Description
Dept Number/Name: 3-5102-012 / Student Services USFSP
College Division: USFSP-Student Affairs and Enroll
Salary Plan: Staff
Job Code/Title: 2204 / Administrative Specialist
Hiring Salary/Salary Range: $32,000 – $35,000 annual
Position Number: 00011604
Information for Applicants
This position is subject to a Level 1 criminal background check.
Job Opening Number: 27582
Posting Date: 06/28/2021
Posting End Date: 07/16/2021 (11:59 p.m.)
ORGANIZATIONAL SUMMARY:
This position serves as the professional reception for the Office of the Dean of Students. The staff member in this role is responsible for the customer service and administration of the front desk operation and provides clerical support for the professional staff in this unit. This position reports to the Dean of Students/Regional Assistant Vice Chancellor of Student Success.
POSITION SUMMARY:
Duties include:
- Actively participate in at least one divisional committee.
- Actively incorporate diversity, equity, and inclusion efforts into daily work and interactions and contributing to the unit?s Multicultural Organization Development goals and strategic planning.
- Develop and document annual goals which evidence commitment to advancing diversity, equity, and inclusion. Goals will be included in the annual performance evaluation.
- Develop annual professional growth plan and include in performance evaluation.
- Create and maintain necessary databases for documentation and record keeping regarding charge, audit, and verification purposes.
- Monitors and utilizes symplicity to accurately document the DOS efforts in the resolution process of students? complaint.
- Maintain the Shared S Drive, USF-Box, and OneDrive for data collection and retrieval.
- Coordinate travel arrangements and reconcile university purchasing card purchases as needed.
– Encourage communication and share new ideas. – Establish and maintain systems for administration of student records, including electronic files and databases, while maintaining confidentiality of educational records.
- Manage incoming and outgoing communications including emails, office mail, and phone calls; respond to incoming calls and in-person intakes in a professional and respectful manner.
- Prepare correspondence, reports, memos, forms, and compose letters of a standardized nature for signature and distribution.
- Perform other administrative and support duties as required in support of the mission and strategy of the Office of the Dean of Students.
RESPONSIBILITIES:
Manage the general office operations of the Office of the Dean of Students which include but are not limited to: coordinating meetings and managing supervisor?s calendar, answering telephones and processing telephone calls appropriately, creating documents, organizing and maintaining files, making purchases for the office as needed, creating and processing correspondence, oversee hiring paperwork for all employees, facilitating the human resources processes and working with employee payroll matters, and maintenance of data and records. Manage the input of maintenance requests into the proprietary database application for tracking work orders with the University-operated system. Manage content of written and online materials related to Student Services. Prepare brochures or web site content for communication within USF and/or to external audiences. Prepares correspondence, reports, memos, forms and composes letters of a standardized nature for signature and distribution as ordered by the supervisor and approved by the Office of Marketing and Communications. Design and prepare various marketing materials, including website content, informational brochures, and flyers for meetings and conferences. Assist in reviewing external communications.
Assist with general aspects related to the Student Services budget. Create and maintain necessary organized and neat spreadsheets and databases for supporting documentation and record keeping with regard to charge, audit, verification purposes. Maintain the Shared Drives (S Drive, USF Box, and OneDrive) for data collection and retrieval. Perform other similar duties as necessary and as requested. Oversee purchasing functions; formulate and assist with development of policies and procedures to effectively administer these functions. Communicate with vendors for various purposes and create correspondence regarding purchasing matters for the supervisor. Assist with general vendor and University department questions including price/rate, deliver, returns, warranties, incorrect invoices, and vendor payment issues. Work with University processes such as purchase orders, maintaining Procurement Card information, travel expenses, reimbursements, general ordering through Bull Market Place, purchase orders, foundation accounts, auxiliary revenue collection, and knowledge of general budget
Establish and maintain systems for administration of records, including electronic files, records, and databases. Provide support for instruction and student administration.
Responsible for all incoming calls and directing them appropriately. Payroll Process: Prepare online payroll certifications. . Serve as the point of contact for the unit on payroll issues. Support employment administration and human resources processes, serving as a point of contact with the Resource Management department, administering paperwork requirements for staff and student employees. Function as either primary point of contact or backup (as needed) to keep all Student Services operating units working smoothly, consistently and efficiently. Assist the supervisor with special assignments; serves as a resource to the supervisor (as needed).
Serve as the main contact for student hiring efforts including recruitment, hiring, orientation, integration of new staff, monitor FWS payroll and eligibility, including updating job descriptions and all documents necessary for strong recruitment efforts. Participate and complete university trainings as required and in support of professional development. Directly or indirectly supervise the student assistant team as needed, work with Resource Management to prepare appointment updates. Assists in the ongoing training and development of the team. Provide understanding of job procedures and policies. Support professional staff within the unit; assign/delegate appropriate tasks.
Participate in University-wide committees as assigned or appropriate, including at least one committee within the division of Student Success. Assist supervisor in scheduling and preparing meetings, agendas, notes and materials for committees for which they serve as either a chair or distinct leadership role. Additional duties as assigned.
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.
PREFERRED:
Bachelor’s degree in Accounting, Human Resource Management, Communications, Finance, Business, College Student Personnel, Management Information Systems, Hospitality, or related field, or Associate’s degree in Accounting, Business, Human Resource Management. Expertise with Excel, Microsoft Suite, Computer Database Systems, and has extensive knowledge and experience using Banner/People Soft systems.
Prefer high quality skill set in communicating with college student and parent populations regarding critical information as well as knowledge of telephone skills for high quality ongoing customer service in an office with mission critical telephone contacts and consistent peak, high traffic times of the year.
