Staff Assistant – University of South Florida (Tampa)

Dept Number/Name: 0-3902-000 Graduate School

College/Division: Academic Affairs-Graduate School

Salary Plan: Staff

Hiring Salary/Salary Range: $30,000 to $33,000

Position Number: 00005807

ORGANIZATIONAL SUMMARY

The Office of Graduate Studies is comprised of nearly 17 Administrative and Staff personnel and functions to assist the Senior Vice Provost and Dean and the Associate Dean in successfully running the daily operations necessary to support graduate and postdoctoral education at USF. This unit works closely with administration, faculty, postdoctoral scholars, students, and staff across campus in order to attain the goals and mission set forth by the University. The person serving in this position will be part of the college advising community that includes departmental advisors and undergraduate students.

POSITION SUMMARY

The Staff Assistant is the point of contact in the front office providing customer service and receptionist duties for the Office of Graduate Studies. This position is responsible for providing a wide range of support including handling a high volume of telephone calls with multiple incoming lines, greeting and assisting a high volume of walk-in traffic, preparation of correspondence and reports, filing, timekeeping and payroll preparation, calendar maintenance, schedules and the receipt, sorting, preparation and distribution of intercampus and U.S. mail. The Staff Assistant is also responsible for ensuring a welcoming and accommodating climate in the reception area and assisting the Office of Graduate Studies staff with various other duties as needed. As an employee of Graduate Studies the expectation is for the Staff to work on behalf of graduate students, communities served, OGS and the greater good of the USF community. Therefore, the person needs to be willing to work beyond normal business hours to serve student needs during peak times such as new graduate student orientation and commencement.

RESPONSIBILITIES

Greet visitors and callers, triage the nature of their inquiries and direct to the appropriate person, program, office or website. Provides contact numbers and/or maps and directions to other offices on campus. Answer incoming telephone calls and questions about graduate admissions, specific program deadlines, registration and enrollment issues, graduate student petitions, electronic thesis & dissertation process, submission and status, the different types of forms used by the Office of Graduate Studies and information regarding Graduate Studies Events, Graduate Assistantships, Scholarship Programs, and Graduate Certificates.
Greet visitors and callers, triage the nature of their inquiries and direct to the appropriate person, program, office or website. Provides contact numbers and/or maps and directions to other offices on campus.

Understanding of OGS/USF policies and procedures required to assist with student concerns and questions regarding petitions, program changes, transfers of credit, withdrawal/dismissal forms, forms, processes for electronic thesis and dissertation and graduate certificate programs. Monitors, responds to and refers communications from the Graduate Admissions email account. Look up USF ID numbers and include this information on appropriate incoming documents for further admissions processing.

Assist Office of Graduate Studies staff with general clerical and typing duties such as making appointments, logging in graduate tuition waivers, keying of tuition waivers, updating and posting the schedule for conference room functions, providing access to conference rooms for scheduled meetings and facilitating technology needs in conference rooms for meetings. Ensuring the reception area and conference rooms remain neat throughout the day. Participates in the Office of Graduate Studies events as needed.

Assist Office Manager with human resources and payroll functions such as collecting staff and temporary staff timesheets, preparing and submitting payroll for certification, completing payroll certification adjustment forms (PCAF’s) and payroll distribution change forms as needed, provides general oversight to FWS students, serve as backup leave coordinator, backup building supervisor and submit requests for general office, building and equipment repairs.

The marginal functions of the Staff Assistant position could include project specific work assisting Graduate Studies staff with meeting deadlines, etc., where a task not normally performed by the Staff Assistant may be requested time permitting. Other duties as defined by department, college, or university officials.

POSITION QUALIFICATIONS 

MINIMUM

This position requires a high school diploma or equivalent, with two or more years of experience in an office or administrative support position. College or other relevant post-secondary coursework may substitute for the experience requirement on a year for year basis. Testing may be required to assess competency on word processing software.

PREFERRED

Familiarity with USF Policies and Procedures, Graduate Studies Policies and Procedures as well as Graduate Admissions Functions, Policies and Procedures.

SPECIAL SKILLS

Ability to plan, organize, and coordinate work assignments independently. Strong customer service background and telephone etiquette and the ability to multi-task and prioritize under pressure. Ability to communicate effectively with students, faculty and staff.