Administrative Specialist

Responsibilities

• Serve as a professional point of contact for the Office of Academic and Student Affairs and assist faculty, staff, students, and visitors with inquiries, routing, and problem resolution whenever feasible.
• Provide administrative support for the Senior Associate Dean for Academic and Student Affairs, including preparation of correspondence, forms, reports, agendas, presentations, spreadsheets, meeting materials, and other documents.
• Support collegewide academic processes and initiatives related to curriculum, accreditation readiness, student support, recruitment and admissions coordination, academic services, assessment, educational technology, lifelong learning, and other academic affairs priorities.
• Maintain confidentiality and exercise sound judgement when handling sensitive student, faculty, staff, and program information.
• Serve as a liaison with internal college units, USF Health, university offices, and external partners on behalf of the Senior Associate Dean and/or Dean.

Accreditation, Assessment, and CQI Documentation Support

• Maintain evidence files, meeting minutes, follow-up trackers, annual reporting materials, documentation logs, and related records that support accreditation readiness, assessment, and continuous quality improvement.
• Aid in organizing materials for CEPH reporting, annual assessment processes, program review, academic planning, and collegewide CQI activities.
• Track documentation requests, deadlines, and follow-up items to support timely and accurate reporting across the academic and student affairs portfolio.

Calendar Management

• Independently manage the calendar for the Senior Associate Dean for Academic and Student Affairs and key academic and student affairs team members as needed.
• Plan, prioritize, and schedule meetings with deans, faculty, staff, students, senior administrators within COPH, USF Health, and across the University, as well as outside parties as needed.
• Cook up and coordinate calendars in Microsoft Outlook and collaborate with other office administrative assistants, which may involve changing variables, tight timelines, competing priorities, and varying degrees of pressure to achieve objectives.
• Reserve meeting spaces through the 25Live system.
• Prepare information, documents, agendas, and meeting space for meetings.
• Respond to scheduling inquiries on behalf of the Senior Associate Dean in a timely manner and with good judgement, while effectively prioritizing sensitive academic, student, accreditation, and collegewide matters.
• Coordinate food and beverage catering when needed for meetings.

Meeting Coordination, Minutes, and Follow-Up

• Coordinate meetings and administrative processes for concentration leads and related academic program groups.
• Schedule meetings, reserve rooms or create virtual meeting links, prepare and distribute agendas and materials, record minutes, track attendance as needed, maintain action item lists, and follow up on deadlines or deliverables.
• Maintain organized records of discussions, decisions, recommendations, and supporting materials to assist with curriculum planning, academic program coordination, accreditation documentation, assessment, and continuous quality improvement.

Travel and P-Card Management

• Coordinate and arrange travel and travel reimbursement for the Senior Associate Dean for Academic and Student Affairs and designated academic and student affairs team members, as assigned.
• Maintain documentation of travel expenditures.
• Manage a P-card for approved travel expenditures, meeting expenses, event needs, and miscellaneous purchases in support of the Office of Academic and Student Affairs and Dean’s Office activities, consistent with university policies and procedures.

Events and Special Projects

• Assist with the coordination, preparation, and follow-through for events, meetings, and special projects sponsored by the Office of Academic and Student Affairs, the Senior Associate Dean, the Dean, or the College as needed.
• This may include providing administrative and logistical support for student-facing events, recruitment or admissions activities, academic program meetings, accreditation-related meetings, faculty development activities, advisory groups, and other collegewide initiatives.
• Work in coordination with the designated event planner, recruiter, or other lead staff to support event-related tasks; this position is not expected to serve as the primary event lead.

Portfolio Operations and General Office Support

• Perform general office duties including, but not limited to, photocopying, filing, scanning documents, ordering visitor parking permits, maintaining logs, ordering special event parking permits, coordinating reserved parking spaces for special guests, maintaining office supplies, and placing supply orders as requested.
• Provide administrative support for academic and student affairs workflows, including tracking documents, organizing shared materials, supporting data collection and reporting, assisting with meeting follow-up, and helping maintain orderly records for collegewide processes.
• Support portfolio operations by maintaining shared trackers, records, calendars, and documentation systems that help the Senior Associate Dean monitor priorities, deadlines, and follow-up across the academic and student affairs portfolio.
• Perform other administrative tasks and projects as required to support the mission, vision, and strategic goals of the College of Public Health.

About Us

The College of Public Health is one of four colleges within USF Health. The Office of the Academic and Student Affairs provides collegewide leadership and coordination for the academic and student affairs portfolio, including curriculum planning and oversight, academic program support, student recruitment and admissions coordination, advising and student success, applied practice experiences, doctoral and graduate student support, undergraduate education, academic integrity, educational technology and academic support, assessment and data-informed continuous quality improvement, workforce and lifelong learning initiatives, and CEPH accreditation readiness.

Qualifications

• A high school diploma or equivalent, with at least four years of experience in an office or administrative support position.
• Appropriate college coursework or vocational/technical training may substitute at an equivalent rate for the required experience.

Requirements

• Four years of direct experience for a bachelor’s degree.
• Minimum qualifications that require a high school diploma are exempt from SB 1310.

About USF

Working at USF With approximately 16,000 employees, the University of South Florida is one of the largest employers in the Tampa Bay area. We are dedicated to cultivating a talented, engaged and driven workforce that strives to be bold. Employees excel in USF‘s rich academic environment, which fosters their development and advancement. In 2025, Forbes recognized USF as one of Florida’s best large employers, ranked No. 1 among the state’s 12 public universities. Our first-class benefits package includes medical, dental and life insurance plans, retirement plan options, employee and dependent tuition programs, generous leave, and hundreds of employee perks and discounts.

Compliance and Federal Notices

This position may be subject to a Level 1 or Level 2 criminal background check. Applicants have rights under Federal Employment Laws: The University of South Florida is an equal opportunity employer that does not discriminate against any employee or applicant for employment based on any characteristic protected by law. The University maintains programs for protected veterans and individuals with disabilities in accordance with all applicable federal and state laws. Family and Medical Leave Act (FMLA) Applicants for USF employment are entitled to request reasonable accommodation(s) in the application process. A request is to be made at least five (5) working days prior to the time the accommodation(s) is needed. Visit the Central Human Resources ADA Accommodations webpage for more information on requesting an accommodation during the application/interview process. Equal Employment Opportunity The University of South Florida is an equal opportunity employer that does not discriminate against any employee or applicant for employment based on any characteristic protected by law. The University maintains affirmative action programs for protected veterans and individuals with disabilities in accordance with all applicable federal and state laws.