Administrative Specialist (Finance)
Dept Number/Name: 0-0429-000 / SGA Multicultural Programs
College Division: Stud Aff-Com Dev and Stu Engage
Salary Plan: Staff
Job Code/Title: 2204 / Administrative Specialist
Position Number: 00007440
ORGANIZATIONAL SUMMARY:
The University of South Florida Office of Multicultural Affairs (OMA) is one of twelve cross-functional areas within the Department of Student Affairs centered on providing traditional and non-traditional students of the university with a comprehensive and holistic college experience. The office of OMA is comprised of 5 full-time professional staff, 1 full-time administrative support staff person, 1 graduate assistant, and 15 plus paid student leaders who cross-campus and community collaborations to develop initiatives, programs, and provide leadership, advising, and training pivotal to enhancing student involvement, community, and development. This office services the USF community, students, faculty, and staff by providing opportunities for students to author their own experience through involvement opportunities and engaging educational programs that promote the academic, social, cultural, emotional, and participatory development and success of students while fostering a lifelong affinity to the university. The Office of Multicultural Affairs and OMA Student Programming Board's partnerships and collaborations with campus/(inter)national student organizations, alumni, campus departments, and community constituents enables the office to provide quality advising, educational, and outreach efforts to students within the University community that drive the university's goals to provide safe, inclusive, and vibrant community for learning and to promote the success of students who function as engaged community citizens who can thrive in a dynamic global market.
POSITION SUMMARY:
The Administrative Specialist performs basic office support functions and provides support for trainings and events
put on by other staff members within the Office of Multicultural Affairs. The Administrative Specialist performs a wide range of administrative, office and specialized program support duties, including budget monitoring and reconciliation, creating spreadsheets, preparing correspondence, handling information requests, planning meetings, providing purchasing and payroll support, fulfilling employment administration requirements, and maintaining calendars and schedules. The Administrative Specialist also supervises a team of student assistants to
ensure coverage for the front desk, and works with other professional staff to delegate tasks as needed to promote campus-wide cultural involvement initiatives that foster a safe, inclusive, and vibrant community of engaged citizens who can thrive in a global market. This position reports to the Director of Multicultural Affairs.
RESPONSIBILITIES:
Hire and supervise student assistants: schedule and conduct interviews, complete hiring paperwork, orient new hires to office operations; update student employee accountability documents and enact disciplinary measures when needed; develop and conduct exemplary customer service trainings; delegate tasks to each student assistant; supervise team projects (such as office decorating) and implementing in-house programs (such as the Halloween costume contest); meet with student employees one-on-one to support their success; plan and host biweekly staff meetings.
Daily office operations: perform routine office work (cover the front desk, answer phones, triages inquiries, and guides visitors and callers to appropriate staff and/or resources), troubleshoot technological issues, and purchase office supplies for all staff. Respond to and initiate inquiries regarding purchasing, facilities, administration, specialized programs, etc.; interpret and explains policies, answer questions, and independently resolve problems whenever feasible.
Provide support for the implementation of programs and trainings, including delegating tasks to student employees, purchasing food and supplies, assisting with set-up, working with vendors and campus partners (such as the MSC) for reservations and logistics, and occasionally staffing events.
Budget maintenance, including supporting purchasing requirements for the department, researching items and obtaining price quotes, entering information into university systems, receiving purchase orders, and maintaining P-Card information as required. In addition: updating information on the budget spreadsheet for all areas within the department.
Serves as the main point of contact facilitating communication and documentation between the Office of Multicultural Affairs and the embedded service for Human Resources and Fiscal shared service for Student Success. Compose and/or prepare correspondence, memoranda, promotional materials, forms, manuals, and reports using appropriate technology, computer programs, systems, and tools. Coordinate the distribution of certificates of completion for all trainings and programs.
Work alongside all professional staff members to accomplish the following: plan, prioritize, and schedule meetings and appointments for staff, making decisions on a daily basis regarding calendars; coordinate the onboarding of new professional and student staff; and nurture office morale, which includes celebrating the birthdays of professional and student staff and planning team days.
Perform other duties as assigned.
POSITION QUALIFICATIONS:
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.
PREFERRED:
The preferred candidate should have a High School diploma and 3-5 years of experience providing administrative support, customer service, and event planning.
USF Tampa
Information for Applicants
This position is subject to a Level 1 criminal background check.
Job Opening Number: 38202
Posting Date: 11/08/2024
Posting End Date: 11/22/2024
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 http://www.archives.gov/veterans/military-service-records/ 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.
To request an accommodation with the application or interview process, please contact Central Human Resources by telephone: 813-974-2970 or email HR-ADA-Request@usf.edu .
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.
USF's Equal Opportunity Affirmative Action Statement .
Federal Rights
Applicants have rights under Federal Employment Laws: Family and Medical Leave Act (FMLA) , Equal Employment Opportunity (EEO) and Employee Polygraph Protection Act (EPPA) .
Work Location
Campus map and location overview: 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 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.
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 .
Connect with us:
