Administrative Specialist - Mechanical Engineering

Undergraduate Administrative Specialist

The Undergraduate Administrative Specialist is a critical, front-line position providing comprehensive administrative, operational, and academic support to the MAE department. This position serves as a primary resource for students, faculty, and university stakeholders, supporting academic processes, student services, program administration, course scheduling, assessment activities, communications, recruitment, and related departmental initiatives. The role requires extensive knowledge of academic policies and procedures, strong organizational and communication skills, sound judgment, attention to detail, and the ability to independently manage multiple priorities in a fast-paced environment while delivering exceptional customer service. Working hours are Monday - Friday, 8 am - 5 pm. This position will be 100% in office.

Responsibilities

25% - Administrative department support Collect, organize, and compile accreditation-related materials on a semester basis. Support undergraduate program assessment, reporting, and continuous-improvement activities. Provide assistance as needed with course scheduling, revisions, and related program processes. Assist with departmental meeting logistics, departmental purchases, large departmental events such as the bi-annual advisory board meetings, and faculty needs including proctoring make-up examinations as needed. Support the ASA with federal work-study recruitment, training, and supervision.

20% - Administrative student support - Serve as administrative liaison on behalf of MAE with college and university offices, including Financial Aid, International Student Services, Admissions, and others as needed. Serve as point of contact for undergraduate students in regards to employment appointment concerns and related administrative processes. Interpret and communicate applicable university and departmental policies and procedures, assisting students in navigating institutional departments and processes. Collaborate closely with the Undergraduate Program Director and MAE Academic Advisor.

20% - Academic Support In collaboration with the Undergraduate Program Director and MAE Academic Advisor, provide timely and accurate administrative support and information regarding course management/enrollment, academic/program requirements, registration support, academic policies and procedures, university deadlines, and graduate requirements. In a fast-paced office environment, serve as triage for student inquiries, assisting the MAE Academic Advisor with daily student needs through email and in-person inquiries. Maintain accurate student and departmental academic data, monitoring deadlines, and facilitating communication with campus departments as necessary.

20% - Student Processing and Records Management - Process course permits and enrollment-related requests; maintain accurate student files and records; conduct registration and graduation checks, and provide department approval for university paperwork such as ARC petitions, change-of-major requests, and other academic procedures as needed. Support the Undergraduate Program Director through academic and administrative deadlines, communicating with student, faculty, and staff stakeholders across the university as required.

10% - Recruitment, Retention, Marketing, and Communications Provide administrative support for undergraduate recruitment, retention, marketing, and departmental communications. Prepare and disseminate information and materials in electronic and hardcopy form, collaborating with the Academic Services Administrator and Website Specialist as needed to current and prospective students, and other stakeholders as needed.

5% - Other duties as assigned.

Qualifications

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.

Degree Equivalency Clause: Four years of direct experience for a bachelor's degree. Senate Bill 1310- The Florida Senate is conditional upon meeting all employment eligibility requirements in the U.S. A public employer may include a postsecondary degree as a baseline requirement only as an alternative to the number of years of direct experience required, not to exceed: (a) Two years of direct experience for an associate degree; (b) Four years of direct experience for a bachelor's degree; (c) Six years of direct experience for a master's degree; (d) Seven years of direct experience for a professional degree; or (e) Nine years of direct experience for a doctoral degree. Related work experience may not substitute for any required licensure, certification, or registration required for the position of employment as established by the public employer and indicated in the advertised description of the position of employment. Minimum qualifications that require a high school diploma are exempt from SB 1310.

Preferred Qualifications:

2 years of experience working in a university environment.

About Us

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.

About USF

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

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. This job description does not constitute an employment contract.