Academic Program Specialist

This position typically reports to the Academic Services Administrator of an academic department, school or college, but may also report to a Department Chair or other academic administrator. It is specialized administrative work in program implementation performed under general supervision. The Academic Program Specialist will perform a wide variety of office and clerical duties of medium complexity. The role may involve assigning work to or supervising student or temporary (OPS) employees. Employees must be able to create inquiries, queries and standard reports from university systems such as OASIS, Xitracs, FAIR, Archivum, PowerBI and internal Microsoft Access databases, and must be able to produce documents using word processing and spreadsheet software. Responsibilities Provide support to the Director and Academic Services Administrator with all day-to-day operations of the department/school Responsible for all copies of exam materials, class materials, and grading exam scantrons Check department course schedules against schedules in Oasis and flag any discrepancies for the Academic Services Administrator Update faculty door signs with courses and office hours each semester Track and initiate purchase of copy paper and other office supplies Assist with any purchase or travel requests, including current professors, students, visitors or other assigned travel support Assist any candidate or outside guest with travel arrangements and reimbursements Assist with planning workshops, retreats and school meetings, including room/venue coordination, catering, and purchasing requirements for these functions Coordinate and schedule advisory board meetings Coordinate and schedule faculty and industry meetings for the Director Submit reimbursement requests for the Director and for school organized events Responsible for updating and maintaining any databases utilized by the school Update department directory Collaborate with the college’s communications and marketing team to update webpages and print materials for the school Upload and update content on monitors outside school, including calendar updates and faculty slides Assist with and backup to the Academic Services Administrator in submitting employment requests with supporting documentation Creates informational materials, recruitment brochures, and website content describing departmental programs Faculty Support Assist with textbook orders and faculty/adjunct requests for desk copies, online access to instructor resources, etc. Request and save syllabi each semester Remind faculty of grade submission dates and track submissions Request and save updated VITA of all faculty Assist with and backup to the Academic Services Administrator Faculty Searches with administrative duties Other Duties Perform other administrative and analytical duties supporting the academic mission of the school and college, as needed Qualifications This position requires a high school diploma or equivalent, with four years of experience in office or administrative positions. Appropriate college coursework or vocational/technical training may substitute at an equivalent rate for the required experience. Senate Bill 1310 – The Florida Senate ( is conditional upon meeting all employment eligibility requirements in the U.S. SB 1310: Substitution of Work Experience for Postsecondary Education Requirements 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. 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. #J-18808-Ljbffr University of South Florida