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Administrative Specialist

University of South Florida
Florida, United States
$32,000.00 - $38,500.00
Posted date
Sep 27, 2021

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Position Type
Administrative, Academic Affairs, Academic Administration
Employment Level
Employment Type
Full Time
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Administrative Specialist

Job ID: 28273
Location: USF Health
Department. Number /Name: 0-6380-001 / College of Pharmacy - Student Affairs
College Division:
USF Health- Taneja College of Pharmacy
Salary Plan: Staff
Hiring Salary/Salary Range: $32,000 - $38,500 annual

Organizational Summary:
The USF Health Taneja College of Pharmacy is managed by the Dean and an actively engaged administrative leadership team.  The mission of the college is to Transform Health through educating students to be outstanding and successful practitioners and leaders in the profession; through leading in discovery and innovation of education and practice in pharmacy; and through delivering the highest quality care in diverse, interprofessional clinical and community settings..

Position Summary:
The Administrative Specialist will assist and support the Associate Dean for Student Affairs, who serves on faculty and has oversight of student affairs programming to include Personal and Professional Development (student organizations, leadership and career development, and personal counseling), Academic Success (supplemental instruction, tutoring, student success coaching, disability support), Records and Registration, and Special Events.

The Administrative Specialist serves as representative and primary point of direct administrative contact and liaison between the Associate Dean and other college administrators, faculty, staff, students and external institutions and agencies on a range of issues.  There will be a high level of interaction with students.


  • Arrange and coordinate travel and travel reimbursement for staff. Efficient and timely management of itineraries, agendas, flight reservations, hotel, car rental, etc., for any travel/meetings as needed. Compiles all receipts and prepares travel reimbursement and copies to Finance and Accounting for reimbursement.
  • Perform other administrative duties as required to support the mission and function of the unit.
  • Compile and maintain information that may require web or library researching, gathering, compiling, and updating data and records. Prepare data for reports, spreadsheets, and presentations.
  • Explain policies, answer questions, and independently resolve problems whenever feasible. Use discretion to make judgments based on operating guidelines.
  • Plan, prioritize and schedule meetings and manage calendar and schedules for Associate Dean. Develop, manage and maintain functional filing system for hard copy documents. Scan documents and organize electronic filing.  As appropriate, respond independently to and initiate telephone and written inquiries and correspondence. Examines all incoming correspondence to determine priority and organize email folders.  Safeguard the confidentiality of the college administration by exercising discretion in communicating information to faculty, students, staff and in handling administrative records, files, and similar confidential items.
  • Perform specialized administrative duties required to support the specific program area such as providing support for departmental special events such as orientation, white coat ceremony, open houses, career fairs, graduation, etc.
  • Compose and/or prepare correspondence, memoranda and reports using appropriate word processing, Powerpoint, spreadsheet, and database tools.
  • Assist in the maintenance of the department's budget including tracking, reconciliation, and purchasing requirements. Obtain price quotes, entering into university systems, receive purchase orders and maintain P-Card information as required.

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: A Bachelor's degree and experience in a higher education environment with at least four years direct experience in administrative support for an individual at the Director level or above. Previous experience supporting a function within Student Affairs and/or previous experience with USF systems will be given optimum consideration. Effective oral and written communication skills and excellent interpersonal skills. Must be able to communicate effectively with all constituencies of Student Affairs and work collaboratively with other colleagues. The Administrative Specialist will interface daily with students and must have the ability to respond to questions and concerns with diplomacy and display the highest level of customer service. Must be able to apply judgment with respect to communications and confidentiality. Excellent organizational skills and demonstrated ability to prioritize tasks and multi-task. Intermediate or advanced level proficiency in the use of standard desktop applications, including the ability to produce documents and presentations of all kinds using word processing, spreadsheet, PowerPoint presentation, and database tools.

Special Skills/Training: Must have superior communication skills, customer service, judgment, poise, professionalism, and the ability to maintain confidentiality. The position requires an individual with ability to fully anticipate needs of the Associate Dean and help manage daily tasks, responsibilities, and deadlines through proactive prioritization, planning and preparation. This is an extremely fast-paced position with high expectations to manage numerous responsibilities and activities simultaneously. Extraordinarily strong organizational skills and systems are required.

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USF Health

Information for Applicants 
This position is subject to a Level 1 criminal background check.

Job Opening Number: 28273

Posting Date:  08/26/2021

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  or call 1-866-272-6272.

How To Apply 

Click on the Apply Now button. When applying to an opening you will have the opportunity to upload a cover letter and resume.

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.

Click here for additional tutorial information.

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 - Health

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 & 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.

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