Position Details
Dept Number/Name : 0-0441-000 / Center Student Involvement
College Division: Student Success
Salary Plan : Staff
Job Code/Title: 2204 / Administrative Specialist
Hiring Salary: $37,000.00 annual
Position Numbe r: 00014951
ORGANIZATIONAL SUMMARY:
The University of South Florida Center for Student Involvement (CSI) is one of nine entities reporting to the Assistant Vice President for Community Development and Student Engagement/Dean of Students within the Vice President for Student Success portfolio.
The CSI is dedicated to cultivating an environment in which students are engaged in transformational experiences that lead to lifelong learning, personal growth, and connection to the University. CSI contributes to student success through quality involvement opportunities, education, and advising which foster USF pride, global leaders and holistic student development. CSI consists of the following areas: overall Student Involvement initiatives and promotion, Fraternity/ Sorority Life, and Programs and Special events including, but not limited to, the Campus Activities Board and Centre Gallery. In one semester, CSI can average over 40,000 attendees at over 100 events. CSI is staffed by approximately 30 student leaders, the Centre Gallery, and front desk staff assistant team as well as over 30 student volunteers. Additionally, there are 6 graduate assistants, 1 administrative specialist, 4 coordinators, 1 assistant director, 1 associate director, and 1 director that
rounds out the full, award-winning, team.
POSITION SUMMARY:
The Administrative Specialist for the Center for Student Involvement performs a wide range of administrative and personal assistant duties including overseeing office operations, front desk management and supervision, purchasing processes and contracts, vendor relations, meeting logistics and support, HR operational needs, conducting research, preparing statistical reports, spreadsheets, correspondence, and presentations, handling information requests, making travel arrangements, and maintaining calendars and schedules, particularly that of the Director. This position reports to the Director of the Center for Student Involvement.
RESPONSIBILITIES:
Lead office operations for the Center for Student Involvement with direct overall management and maintenance of the departmental office spaces, including sustaining equipment inventory and promotional materials distribution and control, and coordination of space use reservations, making independent decisions on a daily basis.
Perform specialized administrative duties required to support the specific program area, using discretion to make judgments based on operating guidelines. Oversee all purchasing requests and requirements for department, including maintaining P-card purchase records, researching items and obtaining price quotes, entering information into university systems. Liaison with RMD HR to ensure human resource actions for almost 50 employees for payroll preparation or certification, leave information, appointment papers, time sheets and other requirements are completed. Administrative oversight of over 100 fiscal and/or payroll related transactions a month.
Supervise 5-7 Federal Work Study students, and 1-2 OPS student office assistants and front desk staff. Develop and implement onboarding, training, and continued development of the operations student staff. Provide assistance to the Director with the supervision of a staff assistant, as needed.
Work with outside vendors and campus partners to coordinate key events for large student programs and assist professional staff with event planning, coordination, and implementation of 3-4 annual events for 50-75 people. Work with vendors and campus departmental partners throughout the year, particularly as it relates to payments, vendor set-up, onsite assistance, related orders and logistical items, including office space redesign and renovation, as needed.
Respond to and initiate inquiries (questions regarding purchasing, personnel, information technology, facilities, administration, specialized programs, etc.). Explain policies, answer questions, independently resolve problems or direct callers and Center guests to appropriate resources.
Plan, prioritize, and schedule departmental meetings as well as appointments for the Director. Arrange and coordinate conference, professional, and leadership development travel and travel reimbursement for all staff. Sustain and maintain calendar for departmental meetings. Assist with scheduling meetings for other professional staff, as needed.
Performs other duties as assigned to support and model the mission, vision, and goals of the Center for Student Involvement, the Community Development and Student Success.
MINIMUM QUALIFICATIONS:
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 QUALIFICATIONS:
The preferred candidate should have a Bachelors degree in a related field with at least 2-4 years of experience within an office or administrative support position supervising student assistants. The ideal candidate will have excellent customer service skills, particularly working with students and vendors, experience with GEMS, FAST, BANNER, and Data Marts, and purchasing and managing budgets. Proficiency with Microsoft Office Outlook, Word, Excel, PowerPoint, and other Office 365 apps is critical. Previous experience working in a college or university setting with undergraduate and graduate students is strongly preferred.
USF Tampa
Information for Applicants
This position is subject to a Level 1 criminal background check.
Must submit 3 professional references, with contact information.
Job Opening Number: 25768
Posting Date: 08/28/20
Posting End Date: 09/17/20
How to Claim Veteran’s 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.
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.
The University of South Florida does not discriminate on the basis of sex and prohibits sexual harassment. Any person may report sex discrimination, including sexual harassment (whether or not the person reporting is the person alleged to be the victim of conduct that could constitute sex discrimination or sexual harassment), in person, by mail, by telephone, or by electronic mail, using the contact information listed for the Title IX Coordinator. Reports may be made at any time either online or directly to the University’s Title IX Coordinator.
Work Location
Campus map and location overview: USF – Tampa Campus
About USF
The University of South Florida is a high-impact global research university dedicated to student success. Over the past 10 years, no other public university in the country has risen faster in U.S. News and World Report’s national university rankings than USF. Serving more than 50,000 students on campuses in Tampa, St. Petersburg and Sarasota-Manatee, USF is designated as a Preeminent State Research University by the Florida Board of Governors, placing it in the most elite category among the state’s 12 public universities. USF is a member of the American Athletic Conference.
Working at USF
With more than 16,000 employees at USF, 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 .
