Administrative Specialist

Job Identification: 42999

Job Category: Admin Support

Apply Before: 06/18/2026, 01:52 PM

Degree Level: High School Graduate

Locations: 12901 Bruce B Downs Blvd, Tampa, FL, 33612, US

Essential Personnel: No
Job Description

Administrative Specialist provides high-level administrative and operational support to an academic department. This role serves as a central resource for faculty and staff recruitment, appointments, and administrative processes, including visa and immigration support, while ensuring compliance with university policies and procedures. The position requires strong organizational skills, discretion, and the ability to manage multiple priorities in a dynamic academic environment.

This position is not eligible for Visa Sponsorship.

Location: Davis Island

Responsibilities

– Oversee faculty recruitment processes and conduct recruitment information sessions for search committee chairs and support staff.

– Track tenure for tenure-earning faculty and notify the appropriate department head of faculty eligible for mid-tenure review and/or tenure promotion.

– Prepare materials for distribution to tenure applicants.

– Provide training on the use of faculty tracking databases and verify the completion of this tracking for compliance with university policy and procedures.

– Review foreign national employment documents such as H1B and J1b Visas for faculty and post-doctorates. May oversee immigration and visa processes sponsored by the department.

– Interpret applicable USF policies and procedures to provide guidance on matters affiliated with sabbaticals and leave of absences.

– Oversees the training of evaluation procedures, which includes the preparation of evaluation materials. May serve as custodian of faculty evaluation records.

– Track correspondence to notify departments of appointments and terminations of appointments.

– Perform specialized administrative duties required to support the specific program area, using discretion to make judgments based on operating guidelines.

– Perform other administrative duties as required to support the mission and function of the unit.

– Performs 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.

– Senate Bill 1310- The Florida Senate (https://www.flsenate.gov/Session/Bill/2023/1310) 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 www.usf.edu.

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.

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