Administrative Specialist – University of South Florida (Tampa)

Dept Number/Name: 4-5210-000 / Academic/Student Affairs

College Division: Sar/Man-Academic Affairs

Salary Plan: Staff

Job Code/Title: 2204 / Administrative Specialist

Hiring Salary/Salary Range: $31,500 – $32,000

Position Number: 00022456

ORGANIZATIONAL SUMMARY: The University of South Florida Sarasota-Manatee provides access to professional higher education programs and scholarly research in a personalized living and learning community that graduates successful leaders who empower Florida’s Suncoast to thrive locally, nationally, and globally. The campus serves more than 4,600 students annually and offers 34 undergraduate and graduate degree/certificate programs.

POSITION SUMMARY: The position will perform higher level office support duties and provide specialized administrative support for Academic Affairs. The position will also provide administrative support to the USFSM Faculty Senate and all of its standing committees including: faculty senate executive committee, tenure and promotion committee, academic programs committee, and awards and rewards committee. This position will oversee updates and edits to the annual undergraduate and graduate catalogs

RESPONSIBILITIES:
Academic Programs/Curriculum Support: Responsibilities include administrative oversight for the faculty curriculum committee (Academic Programs Committee) at USFSM. Specific duties include the following:

• Provide support with the submission and development process for new course offerings, new programs, and program/course revisions.
• Provide support to the APC Chair by attending meetings, taking meeting minutes, updating webpage content, and responding to faculty/staff inquiries.
• Update and organize APC forms and databases.
• Organize curricular proposals and provide oversight through all approval steps, internally and externally.
• Develop and maintain database for undergraduate and graduate catalog content.
• Assist with updating and editing the annual academic catalogs with approved curriculum and updated policies.

Faculty Senate Support:

• Provide administrative assistance for the faculty senate officers, committees, and members. Duties include scheduling meetings, reserving rooms, calendar invitations, attending meetings, preparing agendas and meeting documents, taking meeting minutes, updating and maintaining webpage content, sending mass emails, developing faculty surveys, assisting with voting processes, maintaining and editing governance documents, and answering inquiries.
• Keep track of faculty eligibility for tenure, promotion, sabbaticals, and professional development leaves.
• Prepare, update, and organize letters and documents as related to tenure, promotion, and leave processes.
• Support System Faculty Council by preparing meeting materials, scheduling space, ordering refreshments, and taking meeting minutes.

Academic Affairs Support:

• Perform a wide variety of administrative support duties ranging from general clerical support to complex administration coordination.
• Provide administrative assistance as assigned by supervisor.
• Reconciles monthly / department ledger for varied types of accounts such as E&G, auxiliary, carry forward, Foundation, concession, etc.
• Reconciles payroll registers to department ledgers, monitors pay distribution and salaries as they relate to the budget. Serves as payroll certifier or preparer.

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 substitute this experience requirement.

PREFERRED: Bachelor’s degree in business, education, or related field. Experience with academic curriculum development. Experience working in an educational environment with faculty. Experience taking meeting minutes. Experience updating web content.