Administrative Specialist

Organizational Summary

The USF Psychology Department is home to approximately 3,000 undergraduate and 100 graduate students. Our department also includes 6 administrative staff, 6 academic advisors and over 50 core, affiliated, and emeritus faculty members. We are one of the largest departments in the College of Arts and Sciences.

Position Summary

The Administrative Specialist serves as a central resource for faculty, staff, students, and visitors by coordinating departmental operations, managing specialized administrative processes, supporting recruitment and event initiatives, and ensuring compliance with university policies and procedures. The position requires exceptional organizational skills, attention to detail, discretion, and the ability to manage multiple priorities in a fast-paced academic and clinical environment.

• Manage the department’s SONA research participation system, including participant tracking, study support, and troubleshooting for faculty and students.
• Perform clinic cash reconciliation activities and maintain accurate financial records in accordance with university and departmental procedures.
• Coordinate exam copy production, scanning, and distribution processes while maintaining confidentiality and efficiency.
• Oversee office supply inventory, purchasing, and distribution for departmental operations.
• Coordinate visitor parking pass requests and provide logistical support for guests, candidates, and visitors.
• Plan and coordinate departmental events, meetings, workshops, and special functions, including scheduling, logistics, catering, communications, and on-site support.
• Coordinate travel arrangements and itineraries for faculty candidate recruitment visits, including transportation, lodging, reimbursements, and scheduling.
• Provide administrative support for annual graduate student recruitment activities and events.
• Process vendor payments and assist with procurement-related activities in compliance with university guidelines.
• Manage departmental asset tracking and inventory processes, including:
• Off-campus property permits
• Equipment disposal documentation and coordination
• Departmental tagging and inventory updates
• Resolution and tracking of unscanned or missing assets
• Coordinate departmental Continuing Education Unit (CEU) administration, including documentation, reporting, participant tracking, and compliance support.
• Supervise and manage Federal Work Study (FWS) student employees, including onboarding, scheduling, training, and task coordination.
• Perform specialized administrative duties required to support departmental operations, exercising independent judgment within established university and departmental guidelines.
• Interpret and apply university policies and procedures to ensure operational compliance and administrative efficiency.
• Maintain effective working relationships with faculty, staff, students, vendors, and external stakeholders.
• Perform other administrative duties as assigned to support the mission and functions of the Department of Psychology.

Minimum 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 ( 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.

Preferred qualifications may include

• Experience working in higher education, healthcare, clinical, or academic environments.
• Experience coordinating events and managing complex scheduling logistics.
• Experience with financial reconciliation, purchasing, or inventory management.
• Strong organizational, communication, and customer service skills.
• Proficiency with Microsoft Office and university administrative systems.
• Ability to manage multiple projects independently and maintain confidentiality.

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.

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.