Administrative Specialist (Finance)
The Administrative Specialist position exists to deliver high-level administrative support to the Chair, Vice Chairs, and Department Administrator and other department leaders. This role is essential for composing correspondence, scheduling appointments and meetings, and assisting with fiscal data entry and tracking. Additionally, the specialist will oversee our research mission, ensuring that all studies are appropriately tracked. The role also plays a critical part in the faculty recruitment and appointment processes, ensuring that the department operates efficiently and effectively in achieving its goals.MINIMUM:
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.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.
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Working at USF
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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.
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To learn more about working at USF please visit: Work Here. Learn Here. Grow Here .Assist the Department Administrator with faculty recruitment, appointment packet processing, and ensuring timely form completion. Coordinate faculty renewals with Division Administrator and faculty affairs team members.
Assist with processing journal entries and invoices for CODA, as well as preparing check requests and obtaining necessary approvals for invoice payments and reimbursements. Run moderately complex queries and reports from accounting systems. Record transactions in the departmental log and report any inaccuracies or issues to the Department Administrator.
Provide high-level administrative support to the Chair and Vice Chairs of the Department, as well as all faculty. Responsibilities include independently managing complex schedules, coordinating and processing travel requests, overseeing supply orders, and serving as the primary point of contact for faculty needs. The role requires proactive communication, exceptional organizational skills, and the ability to anticipate and prioritize the needs of leadership and the department.
Assist Vice Chair of Research as being a liaison with other academic and administrative departments regarding the research programs. Assists with USF System and statewide program development, implementation, and assessment. Tracks performance metrics for internal reporting.
Assist with maintaining the department websites, prioritizing accurate and relevant information on provider and faculty profiles. The role will involve regular reviews of the website to guarantee that all profiles meet the department's standards for clarity and professionalism, supporting effective communication and accessibility for both patients and colleagues.
