Admin Specialist

Administrative Specialist

The Administrative Specialist in the College of Public Health Dean's Office will report to and provide administrative support and assistance to the Vice Dean for Finance & Operations and the Associate Dean for Faculty Affairs and Development. The position additionally supports their key administrative teams in all aspects of their collegewide responsibilities. This position requires confidentiality, Microsoft Suite skills and experience, a teamwork mindset and good judgement. The incumbent must possess the confidence required to exercise sound judgement in making decisions and the personal skills necessary for effective communication throughout the college, university and community on behalf of the Vice Dean/Associate Dean and/or Dean. The incumbent will serve as the first point of contact in the Dean's Office Suite and as a resource for COPH faculty, staff and students, providing excellent and person-centered customer service. The incumbent will take a leadership role in coordinating various events, special projects, and programs coordinated through the Vice Dean/Associate Dean and/or the Dean's office.

Responsibilities

35% Dean's Office Administration: Serve as the first impression and point of contact in the Dean's office. Manage the front office and direct visitors accordingly. Respond to inquiries in the Dean's office, answer questions, and independently resolve problems whenever feasible or direct to appropriate resources. Serve as a liaison with USF Health Vice President's office as well as other administrative offices on the three campuses on behalf of the Vice Deans and/or Dean. Prepare correspondence, forms, and other related documents for the Vice Dean/Associate Dean and/or Dean. Assist in preparation of internal processes, PowerPoint presentations, Excel spreadsheets and other materials as needed. Receives, reviews and disperses mail addressed to the Dean's office. Maintain appearance/neatness of Dean's front office area and the Greg Alexander Conference Room.

25% Calendar Management: Independently manage the calendars for the Vice Dean for Finance & Operations & Associate Dean for Faculty Affairs and Development, as well as the Dean's along with and in the absence of the Dean's Executive Assistant. Plan, prioritize, and schedule meetings with deans, faculty, staff, senior administrators within COPH, USF Health, and across the University; as well as outside parties as needed. Coordination of calendars in MS Outlook and collaboration with other office administrative assistants, which may involve challenging negotiations, changing variables, tight timelines, and varying degrees of pressure to achieve objectives. Reserve meeting spaces through the 25Live system. Prepare information, documents and/or meeting space for the meetings. Respond to all scheduling inquiries on behalf of the Vice Dean/Associate Dean in a timely manner and with good judgment, while effectively prioritizing sensitive matters and meetings. Coordinate food and beverage catering when needed for meetings.

15% Travel and P-Card Management: Coordinate and arrange all aspects of travel and travel reimbursement for the Vice Dean for Finance & Operations & Associate Dean for Faculty Affairs and Development. Maintain documentation of all travel expenditures. Manage a P-card for travel expenditures and miscellaneous purchases on behalf of the Dean's Office.

10% Events: Manages all aspects of coordination, preparation and follow-through of events for the Dean and the College as needed. Including, but not limited to, arranging catering, space and set-up reservations, decor set-up, guest parking permits, cleanup, etc. There will be one local offsite event annually.

10% Miscellaneous duties: Review and approve/decline reservation requests in the 25Live system for the CPH 1003 Greg Alexander Conference room per room guidelines. Perform general office duties including, but not limited to, photocopying, filing, scanning documents, ordering visitor parking permits, 2-hour departmental permits and maintaining logs for same. Ordering special event parking permits for COPH Advisory Council Meetings and other special meetings/events. Coordinates reserved parking spaces for special guests of the Dean's Office. Maintains office supplies for the Dean's office, coordinates and places supply orders as requested through the BOSS team. Perform other administrative tasks and projects as required to support the mission, vision and strategic goals of the College of Public Health.

5% Performs other duties as assigned

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.

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. 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.

Preferred

5 years of progressive administrative experience

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.