Academic Program Specialist

Graduate Program Assistant

The Zimmerman School at the University of South Florida, the fastest rising university in the nation, is a leader in advertising and mass communications education. Working alongside scholars and professionals in the classroom and practitioners in the field, Zimmerman School students receive hands-on training and gain in-depth knowledge and understanding of the theoretical and practical aspects of mass communications. The Zimmerman School offers innovative undergraduate programs in integrated public relations and advertising, multimedia news, and video production. At the graduate level, we offer a Master of Science degree in advertising with a focus on analytics and a Master of Arts degree in mass communications with specializations in strategic communication management and media studies.

Assist in the administration of the Zimmerman School graduate programs. Provide support for Zimmerman School full-time and adjunct faculty, course scheduling, internships, scholarships, space planning and file maintenance. Assist with office duties, events and meetings.

Starting Salary: $40,000 ($19.23 per hour) - non-negotiable at this time

Responsibilities

Graduate Program Responsibilities:

• Support the Director of Graduate Programs and Research in administration of the graduate programs.
• Assist prospective students with admission questions, providing detailed information about the graduate programs and entrance requirements.
• Maintain and process applications and admission files for Graduate Committee review.
• Correspond with candidate regarding admission decisions.
• Communicate with graduate students about academic program requirements, course requirements, prerequisites and course enrollments.
• Process course permits, maintain student files and records, conduct graduate checks and certify students for graduation.
• Notify students regarding issues related to academic standing (e.g., substandard grades).
• Assist students with forms required for progression and graduation.
• Coordinate new student and graduate student orientations and assist with other events and meetings.
• Assist in hiring graduate assistants and processing evaluations.
• Maintain graduate student handbook and alumni database.
• Maintain graduate records in digital files. Maintain and update directories, webpages, email lists, checklists, etc.
• Prepare reports as required. Collaborate with ZAP program staff in MUMA on accelerated master's program.
• Assist with graduate student recruiting and marketing.
• Prepare reports as needed.

School-wide Responsibilities:

• Unlock (8:00 a.m.) and lock (5:00 p.m.) office, classrooms and labs daily.
• Input and update undergraduate and graduate course schedule in BANNER.
• Maintain spreadsheet schedule of ZSAMC classes.
• Provide support for adjunct faculty (e.g., hiring process, teaching resources).
• Provide support for hiring, onboarding and credentialing faculty and staff.
• Enter internship permits as required by Internship Director.
• Assist with scholarship process, including announcements and application reviews.
• Provide support for recruiting and marketing, events and meetings (e.g., planning, preparing materials, setting up, invitations, taking minutes).
• Provide support for annual awards banquet.
• Facilitate and support faculty in completing book orders and submitting midterm and final grades.
• Assist in scheduling classrooms and space for classes, student group meetings, special events, etc.
• Assist in ordering keys and providing building access for faculty and staff as needed.
• Serve as contact and provide support for student groups.
• Collect and file course syllabi. Facilitate FERPA compliance. (e.g., request and file student forms).
• Assist in maintaining digital school files.
• Perform clerical duties as needed (e.g., answering office phone, copying, posting information, processing mail, posting lab and conference room calendars).
• Assist Academic Services Administrator and School Director as needed.

Perform additional duties as assigned.

Qualifications

Minimum 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.

Degree Equivalency Clause: 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:

Experience with Banner and Microsoft Office Suite, and with USF policies and procedures.

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.

University of South Florida