Administrative Specialist - Civil & Environmental Eng (Finance)

Organizational Unit

The College of Engineering (COE) serves over 6,000 students and offers undergraduate and graduate degrees in 12 programs. The COE seeks to profoundly shape and impact lives through the steadfast pursuit of world-class engineering research, education, and innovation. We aspire to be at the forefront of engineering research and education, cultivating knowledgeable, passionate engineers who are dedicated to need based, solutions-oriented engineering. We share a culture of excellence, characterized by an emphasis on students, research, innovation, partnership, inclusivity, agility, and the future. This position is a critical, frontline position for the Civil & Environmental Engineering Department which offers undergraduate and graduate degrees with specializations in Geo-technical Engineering, Structures and Materials, Transportation Systems, and Water Resources and Environmental Systems. The department has 24 faculty members, and offers B.S., M.S. and Ph.D. degrees and educates an approximate student population of 600 undergraduates, 125 masters and 65 doctoral studentsMinimum 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: Associate degree with two years of office/administrative experience in a university environment. Ability to do complex word processing, brochure production, and spreadsheet manipulation is helpful. Ability to organize, prioritize, problem solve, collaborate and work independently. Knowledge of USF policies and procedures, MS Office suite and OASIS/BANNER is a plus.

Requires: Criminal History Background Check - Level 1Working at USF
\n
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.
\n
About USF
\n
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 .
\n
Compliance and Federal Notices
\n
This position may be subject to a Level 1 or Level 2 criminal background check.
\n
Applicants have rights under Federal Employment Laws :
\n
Family and Medical Leave Act (FMLA)
\n
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.This position requires specialized knowledge of various computer software systems, university policies and procedures, public relations skills, data acquisition, and dissemination. It will support the academic activities related to planning, recruitment, marketing and assessment functions of two undergraduate programs (B.S.C.E and B.S. Envr. E.) offered by the Civil & Environmental Engineering Department. Of the above, the Bachelor of Science in Environmental Engineering program started three years ago. Consequently, the department is experiencing sudden increases in the undergraduate enrollment and the number undergraduate courses taught, Thus, extra effort has to be expended on registration of students according to two distinct curricula choices making sure that each student is permitted to take a given course after satisfying its prerequisites.

• Administrative department support: Provides administrative support for the department; assists Academic Services Administrator and Department Chair in preparation and dissemination of promotional and recruiting material and newsletters. Orders supplies: prepares and initiates purchase orders; completes P-card transactions on behalf of the department. Arranges and coordinates travel for department staff, faculty, and incoming guests. Places work orders for the entire department. Monitors Oracle HR . for newly appointed and existing salaried and non-exempt employees in the entire department and runs Oracle Workforce Reports to audit payroll for accuracy.
• Administrative support for two graduate programs. Provides instructional support to faculty, administration, and students. Prepares copies of class materials and exams. Collects textbook orders and requests desk copies. Orders and monitors keys and building access for faculty and students. Responds to queries as the initial point of contact for the department via phone, email, and other methods of communication. Oversees front desk operations; assists faculty and student organizations with scheduling meetings and events; maintains office bulletin boards. These course portfolios have to be updated prior to both the rehearsal and actual ABET (Accreditation Board for Engineering and Technology) accreditations of the Bachelor of Science in Civil Engineering & Bachelors of Science in Environmental Engineering programs.
• Administrative student support for two graduate programs: Serves as point of contact for current and prospective graduate students on matters related to admission, financial aid and International Student Services. Provides departmental approval for ARC petitions once the Advisor's approval is obtained. Creates informational materials, student recruitment materials, and web site content containing departmental programs.
• Student processing for two graduate programs: Processes tuition waivers and permits; maintains student files and records; collects graduation applications and conducts graduation checks; and performs other student- related administrative duties. Provides support to students with completion of department, college, and university forms. Coordinates orientation for new graduate students.
• Student advising for two graduate programs: Lead point of contact for students and prospective students on matters related to course management and enrollment, program requirements, and policies and procedures. Communicates with students and the Graduate Program Advisor regarding academic program, prerequisites, course selection, academic probation and university deadline