Academic Program Specialist

Job Description

Organizational Summary:

The Department of Sociology has four academic degree programs: B.A. in Sociology; B.A. in Interdisciplinary Social Sciences (ISS), M.A. in Sociology; and Ph.D. in Sociology. Through these programs, we prepare students to succeed in an increasingly diverse world that demands skills in communication, leadership, problem solving, critical and analytical reasoning, methodological thinking, statistical analysis, and multicultural and global understanding. These skill sets align exceedingly well with the skills that 21st century employers value and seek.


Position Summary:

This position provides administrative coordination for graduate and undergraduate programs and works closely with Faculty Administrators on matters related to course management and enrollment. Supports student administration by processing course permits, maintaining graduate student files and records, submitting tuition waivers, and coordinating dissertation, thesis, and petition forms. Supports department administration through processing travel, supply inventory, and purchasing.

Responsibilities

Academic Administration

• Compiles and tracks course enrollment numbers across campuses to assist faculty administrators in creating efficient and equitable schedules and conducting graduation checks.
• Collaborates with the Associate Chair in preparing course schedules.
• Opens, cancels, and edits courses in Banner/OASIS, creating/editing a spreadsheet of the department?s course schedule, and checking to verify that appropriate rooms are assigned for each course.
• Corresponds with Academic Space Planning & Assignment regarding room assignments, change of room assignments, and processing Large Capacity, Special Needs & Variance requests, etc.
• Enters and maintains course information; issues course permits to graduate and undergraduate students; distributes and processes department course evaluations, disseminates results to graduate student and adjunct instructors, and maintains those records; maintains a database of department course syllabi; acts as a liaison to other university departments for cross-listed courses; acts as a liaison to Academic Space and Course Management and the Registrar's Office.
• Reminds faculty and graduate student instructors of the deadlines for submitting textbook orders, midterm e-Grades, and final course grades.

Graduate Program Administration

• Assists in providing administrative services to graduate students through preparation of appointment papers, tuition waivers, processing course permits, and fulfilling other student-related administrative requirements.
• Supports department or college recruitment and admissions process. May be responsible for administration of a direct admission graduate program. Prepares correspondence and mailings to applicants and prospects, maintains applicant records, and organizes information for review by faculty.
• Facilitates completion and delivery of the various forms for graduate program support including, MA Thesis Committee Appointment Forms, Doctoral Specialty Area Committee forms for Portfolio of Competencies, Doctoral Dissertation Committee Appointment Forms, Committee Change Form, Request for Doctoral Dissertation Defense Form, Defense Announcement Flyers, Successful Defense Forms, Advancement to Candidacy Forms.
• Attends necessary meetings (i.e. scheduler?s meetings, Office of Graduate Studies Brown Bag meetings, etc.)
• Updates ASA Guide graduate department listing.

Front Office Support

• Welcomes visitors and students, and refers visitors and students to appropriate advisors, persons, or offices on campus. Answers phone and routes calls.
• Answers questions and gives general information regarding the undergraduate and graduate degree programs in Sociology & ISS
• Maintains and updates department website and social media accounts.
• Maintain and organize departmental shared BOX files ensuring all forms/documents are up-to-date.
• Schedule all departmental meetings and events. Coordinate with the Office Manager on event planning.
• Creates flyers, brochures, newsletters, posters, slideshows, etc., for advertising courses, academic programs, departmental events, and/or achievements.
• Set up audiovisual equipment, technology, and/or TEAMS for use during departmental functions, lectures, interviews, thesis and dissertation defenses, etc.
• Manages and reserves conference rooms for graduate seminars, departmental events, and thesis and dissertation defenses.
• Ensures departmental space is accurately reported through IFIS.

Business and Financial Support Services/CAS Service Desk

• Takes inventory of office supplies and equipment, and makes recommendations to the Office Manager for the replenishment of supplies
• Orders office supplies, computer equipment, approved software packages, etc. in collaboration with the Office Manager
• Collects and submits receipts from all P-Card holders ensuring the correct funding source is documented.
• Submit tickets for all technology and website related services

Additional Support

• Assist with alumni tracking and outreach.
• Attends/completes necessary training to continue to improve knowledge, skills, and efficiency.
• Send out invitations and assist with planning seasonal department celebrations in collaboration with the Office Manager.
• Serves as back up for the Office Manager

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.
• 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.

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.