Administrative Specialist

Job Description

Organizational Summary

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 and USF Health. In 2025, U.S. News & World Report recognized USF with its highest overall ranking in university history, as a top 50 public university for the seventh consecutive year and as one of the top 15 best values among all public universities in the nation. U.S. News also ranks the USF Health Morsani College of Medicine in the highest tier, placing it as one of the top 16 medical schools in the nation and inside the top 10 among public universities. 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 $750 million in research funding in 2025 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 nearly $10 billion for the state of Florida. USF's Division I athletics teams compete in the American Conference. Learn more at

Position Summary

Provides administrative support to the Business Administrators in the College of Public Health. Supports departmental operations through administrative coordination, records management, data tracking, and processing of college requests. Assists with appointment processing, employee onboarding, and other administrative activities to support the day-to-day operations of the Business Administration team.

This will be an time limited position. The end date will be one year from start date.

Responsibilities

40% General Administrative Support
• Monitor and respond to shared departmental inboxes, including the COPH Appointments inbox, and route inquiries to the appropriate staff or resolve routine questions as appropriate.
• Maintain accurate electronic records and personnel documentation by scanning, uploading, organizing, and updating documents in Box.
• Maintain and update departmental tracking records, spreadsheets, and databases to support accurate and timely processing of administrative activities.
• Compile information from departmental records to prepare reports, tracking documents, and other administrative materials.
• Coordinate routine administrative communications, follow-ups, and documentation to support department and college processes.
• Research and gather information from university systems and established resources to assist with resolving administrative questions and supporting department operations.
• Submit Qualtrics surveys for COPH requests received from team members and track requests to ensure they are complete.

30% Appointment Support
• Process graduate and student appointment requests by gathering required information, reviewing submissions for completeness, and following up with requestors as needed.
• Enter and maintain student appointment information in the student appointment tracker.
• Verify student eligibility for appointments by reviewing applicable enrollment, academic, and appointment requirements.
• Monitor appointment end dates and initiate the extension process as needed.
• Gather information from departments and supervisors to prepare funding plans and other documentation for appointment extensions.
• Coordinate with Human Resources and other university offices to facilitate the processing of appointments, changes, and extensions.
• Track appointment and extension status and maintain related records.
• Pre-fill evaluation forms, distribute them to supervisors, and follow up on outstanding documentation.

25% Onboarding & Administrative Coordination
• Coordinate administrative components of new employee onboarding, including scheduling onboarding activities and maintaining onboarding task checklists.
• Prepare and update onboarding materials and presentation.
• Monitor onboarding requirements and follow up with appropriate parties regarding outstanding tasks.
• Assist with coordinating new hire welcome activities and related administrative communications.
• Maintain onboarding records and documentation in accordance with established procedures.

5% Other duties as assigned

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.
• 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.