Administrative Specialist (Finance)

POSITION LOCATION: TALLAHASSEE, FL

Organizational Unit

The Institute for School-Community Partnerships, Integrated Services, and Child Mental Health and Educational Policy (ISCP), which is part of the College of Education, envisions that all schools in the state of Florida and nationally will have the capacity to provide a safe, effective, and efficient environment to continuously improve the academic, social, and emotional growth of all students and to actively engage families and communities in education. The ISCP's nearly $23 million budget is derived from grants from federal, state, and private sources. It is the mission of the ISCP to implement and evaluate research-based and innovative practices in school and community settings. This is accomplished through (a) training, technical assistance, and support to key partners; (b) community-engaged research and program evaluation to inform key partners' decision making; (c) the development of research and evidence-based documents, tools, and resources to support implementation and evaluation activities; and (d) supporting the infrastructure and capacity of key partners to implement and evaluate federal and state educational policy.

Position Summary

The Administrative Specialist preforms higher-level office support duties and provides specialized program support for the 21st Century Community Learning Centers Administrative Team. The Administrative Specialist preforms a wide range of support activities including providing website technical assistance, preparing sub recipient reimbursement packages, preparing spreadsheets, preparing correspondence, reports and presentations, handling information requests, planning of conferences, making travel arrangements, filing and maintaining electronic folders, and maintaining calendars and schedules.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. Appropriate college coursework or vocational/technical training may substitute at an equivalent rate for the required experience.

Preferred Qualifications:

A two-year degree or equivalent and four years of experience in an office or administrative support position. Basic knowledge of web-based systems and databases. Proficiency in Microsoft Office (Excel, Word, PowerPoint, Outlook).

Requires: Criminal History Background Check - Level 1

Requires: Criminal History Background Check - Level 2Working at USF
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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.
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About USF
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The University of South Florida is a top-ranked research university serving approximately 50,000 students from across the globe at campuses in Tampa, St. Petersburg, Sarasota-Manatee and USF Health. USF is recognized by U.S. News & World Report as a top 50 public university and the best value in Florida. U.S. News also ranks the USF Health Morsani College of Medicine as the No. 1 medical school in Florida and in the highest tier nationwide. USF is a member of the Association of American Universities (AAU), a group that includes only the top 3% of universities in the U.S. With an all-time high of $738 million in research funding in 2024 and as a top 20 public university for producing U.S. patents, USF uses innovation to transform lives and shape a better future. The university generates an annual economic impact of more than $6 billion. USF's Division I athletics teams compete in the American Athletic Conference. Learn more at www.usf.edu .
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Compliance and Federal Notices
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This position may be subject to a Level 1 or Level 2 criminal background check.
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Applicants have rights under Federal Employment Laws :
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Family and Medical Leave Act (FMLA)
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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.Respond to and initiate inquiries (questions regarding purchasing, invoicing, website, travel, scheduling, etc.). Explain policies, answer questions and independently resolve problems whenever feasible. Prepare the documentation necessary for processing subgrantee reimbursement requests. Compose and/or prepare correspondence, memoranda, promotional materials, forms, newsletters, manuals and reports using appropriate word processing and spreadsheet tools.

Support human resources and payroll processes as a primary contact or backup for payroll preparation or certification, leave tracking, appointment papers, and other requirements. Arrange and coordinate travel and travel reimbursement for staff. Plan, prioritize and schedule meetings and appointments for 21st CCLC staff. Make decisions on a daily basis regarding calendars.

Serve as primary contact for the 21st CCLC web-based system and assist callers with inquiries, troubleshooting issues, communicating with the website programmer to resolve issues, and activate and de-activate users.

Prepare presentation materials for use by others, editing content and adding appropriate graphic and design elements. These responsibilities may include creating basic web content.

Perform other duties as assigned.