Executive Administrative Specialist

Dept Number/Name: 0-3210-000 / Patel Coll of Global Sustainability
College Division: Acad Affairs-Patel College of Global Sustainability
Salary Plan: Staff
Job Code/Title: 2205 / Executive Administrative Spec.
Hiring Salary/Salary Range:  $47,000 – $54,000
Position Number: 00017103
ORGANIZATIONAL SUMMARY:
The Patel College of Global Sustainability (PCGS) at the University of South Florida fosters sustainable development through collaborative research, education, and community involvement. Its research generates innovations and new knowledge that promotes sustainability development around the world, including those in developing countries, to reduce their ecological footprint, while improving their form and function to make them healthier, more livable and resilient. The College graduates sustainability leaders who will work on improving the lives of many by providing solutions to environmental challenges today and in the future.
POSITION SUMMARY:
This position reports to the Dean of Patel College of Global Sustainability and provides high-level administrative support and assistance to the Dean while serving as the first point of contact for the Dean’s Office. The Executive Administrative Specialist is required to assist the Dean with all routine and complex administrative functions related to the Patel College and requires confidentiality, skill, experience, and judgement. The incumbent must be able to make independent decisions, anticipate the needs of the Dean, be highly skilled in interpersonal relations, exercise sound judgment and discretion due to the confidential and sensitive nature of information handled daily.
SPECIAL REQUIREMENTS:   This position is required to work in-person 5 days a week to meet the needs of the college.

RESPONSIBILITIES :
Independently manages the Dean’s calendar which routinely involves challenging negotiations, many changing variables, multiple conversations, tight timelines, and varying degrees of pressure to achieve objectives. Responds to all scheduling inquiries on behalf of the Dean with poise, tact, self-confidence, and good judgement, while effectively prioritizing sensitive matters and appointments. Independently plans, prioritizes, and schedules meetings and appointments with outside parties (e.g. strategic partners, donors, alumni) as well as senior university administrators, faculty and staff as needed. Researches and prepares information for the Dean’s meetings and appointments. Attends meetings with the Dean and takes clear, concise, and accurate meeting minutes, as necessary. Serves as the first point of contact in the Dean’s office. Responds to inquiries in the Dean’s office and explains policies, answers questions, and independently resolves problems whenever feasible. Manages the front office and directs visitors accordingly.
Develops materials used in reports, teaching and public speaking engagements as directed by the Dean. Coordinates the Dean’s responses on data requests, reports and surveys, professional accreditation organizations, etc. Oversees the management of events for the Dean and College, while coordinating the Dean’s availability. Reviews and edits speeches, agendas, and attendees for events. Receives and reviews mail addressed to the Dean’s office. Independently composes and replies to routine letters and requests on behalf of the Dean. Maintains and serves as the custodian of all records pertaining to the Dean’s work in Box and Microsoft Teams. Ensures confidential documentation is secured and handled appropriately. Maintains records of incoming and outgoing correspondence, action documents and deadlines. Arranges and coordinates travel and travel reimbursement for the Dean. Maintains documentation of all travel expenditures for the Dean. Manages a P-card for travel and other related expenses for the Dean. Performs other administrative tasks and projects as required to support the mission and strategic goals of the Patel College. Performs general office duties that include photocopying, filing, ordering office supplies, reserving catering services and reserving space for meetings and events.
Serves as a liaison with other USF offices and manages the workflow of communication on behalf of the Dean. Composes and/or prepares correspondence, memoranda, promotional materials, forms, organization charts, newsletters, project proposals, manuals, reports and related documents using appropriate word processing and spreadsheet tools for the Dean. Performs statistical calculations on data for reports and presentations for the Dean. Performs budget tracking, reconciliation, and analysis tasks requiring the use of FAST (including Finance Mart). Supports purchasing requirements for office, researching items and obtaining price quotes, entering information into university systems, preparing and receiving purchase orders, and maintaining P-Card information as required. Arranges and coordinates travel and travel reimbursement for faculty and staff. Maintains Excel spreadsheets for tracking equipment assets and attractive items. Assists with asset transfer and relief requests to properly dispose of equipment assets and attractive items.
Supports the administration of searches for administrative, faculty and staff positions. Fulfills human resources and payroll administrative requirements, such as payroll preparation, leave tracking, appointment papers, and other requirements.
Performs other duties assigned by the Dean as needed.
POSITION QUALIFICATIONS:
MINIMUM:

• This position requires a high school diploma or equivalent, with at least six years of experience in an office or administrative support position.
• Post-secondary education may be substituted on a year for year basis for up to a maximum of two years of experience.

PREFERRED:

• Bachelor’s degree, with four years of experience in an office or administrative support role with at least two years of experience in a higher education setting.
• Experience working in a college or Dean’s Office is highly desired.
• Experience using Microsoft Office Suite including calendar management. and presentations of all kinds using word processing, spreadsheet and presentation software tools is desired.
• Experience with data entry/management.

SPECIAL SKILLS/TRAINING:

• Excellent verbal and written communication skills;
• Excellent organizational skills and attention to details;
• Excellent time management skills with a proven ability to meet deadlines;
• Ability to function well in a high-paced and stressful environment.
• Excellent phone etiquette and experience working in a fast-paced environment.

Information for Applicants 

This position is subject to a Level 1 criminal background check.

Job Opening Number: 36094

Posting Date:  01/19/2024

Posting End Date: 02/02/2024

How to Claim Veteran’s Preference: 

This position allows eligible veterans and their spouses to claim Veterans’ Preference pursuant to Florida Statute 295.

Applicants claiming preference are responsible for providing required documentation AT THE TIME OF SUBMITTING APPLICATION; such documentation is required for eligibility determination. 

Supporting documentation, in addition to the DD214, may be required based on eligibility criteria.  If you are submitting a DD 214, please ensure the social security number and date of birth is redacted/removed.

For information on obtaining a DD 214 visit http://www.archives.gov/veterans/military-service-records/ or call 1-866-272-6272.

How To Apply 

Click on the Apply Now button.  When applying to an opening you will have the opportunity to upload a cover letter and resume.

Apply online by completing the required information and attaching your cover letter and resume. Please include your experience as it relates to the qualifications stated above.  YOUR COVER LETTER AND RESUME, PLUS ANY OTHER REQUESTED MATERIAL, MUST BE IN ONE ATTACHMENT. Only online applications are accepted for this position.

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Equal Employment Opportunity 

USF is an equal opportunity, equal access academic institution that embraces diversity in the workplace.

The University of South Florida does not discriminate on the basis of sex and prohibits sexual harassment. Any person may report sex discrimination, including sexual harassment (whether or not the person reporting is the person alleged to be the victim of conduct that could constitute sex discrimination or sexual harassment), in person, by mail, by telephone, or by electronic mail, using the contact information listed for the Title IX Coordinator. Reports may be made at any time either online or directly to the University’s Title IX Coordinator.

Work Location 

Campus map and location overview: USF – Tampa Campus

About USF 

The University of South Florida is a high-impact global research university dedicated to student success. Over the past 10 years, no other public university in the country has risen faster in U.S. News and World Report’s national university rankings than USF. Serving more than 50,000 students on campuses in Tampa, St. Petersburg and Sarasota-Manatee, USF is designated as a Preeminent State Research University by the Florida Board of Governors, placing it in the most elite category among the state’s 12 public universities. USF is a member of the American Athletic Conference.

Working at USF 

With more than 16,000 employees at USF, the University of South Florida is one of the largest employers in the Tampa Bay region.  At USF you will find opportunities to excel in a rich academic environment that fosters the development and advancement of our employees.  We believe in creating a talented, engaged and driven workforce through on-going development and career opportunities. We also offer a first class benefit package that includes medical, dental and life insurance plans, retirement plan options, tuition program and generous leave programs and more.

To learn more about working at USF please visit: Work Here. Learn Here. Grow Here .

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