Academic Program Specialist

Job Description

The Academic Program Specialist performs specialized administrative work in support of the Muma College of Business, St. Petersburg Undergraduate Office. This position provides administrative coordination for assigned undergraduate programs, serving as a point of contact to students, prospective students, advisors, and faculty on matters related to course management and enrollment, program requirements, policies and procedures, and other administrative matters.

This is specialized administrative work in program implementation that is performed under general supervision. The Academic Program Specialist will perform a wide variety of office and clerical duties of medium complexity. This position may assign work to or supervise student or temporary (OPS) employees. To fulfill the job requirements, employees assigned to this class title must be able to do inquiries, queries and standard reports from university systems such as BANNER/OASIS, FAST, and GEMS, and must be able to produce documents using word processing and spreadsheet software.

Responsibilities

• Supports student administration through preparation of tuition waivers, processing course permits, maintaining student files and records, conducting graduation checks, and fulfillment of other student-related administrative requirements.
• Supports the department recruitment and admissions process. Prepares correspondence and mailings to applicants and prospects, maintains applicant records, and organizes information for review by faculty.
• Communicates with students regarding academic program, prerequisites, and course selection. Notifies students with substandard academic grades and issues. Schedules appointments and prepares student files for advising.
• Provides support for instruction through administration of course syllabi, class materials, exams, course evaluations, processing course schedules, maintaining course inventory, etc.
• Enters information into BANNER/OASIS student database system.
• Fulfills administrative requirements (HR) for appointment of graduate and teaching assistantships.
• Creates informational materials, recruitment brochures, and web site content describing departmental programs.
• Event Planning and coordination for orientation, check in, clean up for the college events. Creating flyers, marketing the event across campus, guests, and volunteers, parking arrangements, meals.
• Performs other administrative duties as assigned in support of the academic mission of the department.

Preferred Skills

• Proficient in MS Suite (especially in word & excel)
• Understands shared drives
• Ability to learn USF system software and apply knowledge to other areas that assist the program
• Attention to detail

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;