Administrative Specialist

Dept Number/Name: 0-7907-000 / Research Foundation College Division: Research-Foundation Salary Plan: Staff Job Code/Title: 2204 / Administrative Specialist Hiring Salary/Salary Range: $40,000 - $45,000 Position Number: 00019174 ORGANIZATIONAL SUMMARY: The USF Research Foundation (USFRF), a direct-support organization under the Office of Research & Innovation, was established to promote, encourage, and provide assistance for research activities of University faculty, staff, and students. USFRF owns and operates the USF Research Park of Tampa Bay, which includes four USFRF-owned buildings such as the Interdisciplinary Research Building (IDR) and the Business Partnership Building (BPB), among others. The Research Park is also home to such privately owned buildings as the Embassy Suites Hotel. The President of the Research Foundation is also the Vice President for Research & Innovation. Clients of the USFRF are USF employees, as well as leaders in business, industry, and government. The Research Foundation has 17 employees, a budget of $12 million, and net assets of $36 million. POSITION SUMMARY: This position reports to the Director of Research Foundation Operations, performs higher-level office-support duties, and provides specialized program support for the USF Research Foundation and Research Park Operations, including the interpretation and implementation of property ownership practices and procedures. The position performs a wide range of administrative duties, ranging from general clerical duties to complex administrative coordination, including conducting research; preparing statistical reports and spreadsheets; preparing correspondence, reports, and presentations; handling information requests; assisting with special events and meetings; and maintaining project calendars and schedules. The position may assign work to or supervise first and second level office support positions, students, and temporary employees. The position is expected to research and extract data from such appropriate relational databases as FAST, Banner Finance, and GEMS; and utilize PolicyTech, an electronic system for the administration of Research Foundation policies and procedures, and Angus Anywhere, an operational performance management system. RESPONSIBILITIES: Research Park: Assists with coordination of construction projects during design and construction phases. Prepares and develops financial projections/forecasts and "what if" scenarios. Assists with development of construction project budgets and financial administration. Verifies pay applications for supervisor review and approval. Assists with coordination of consultants and contractors on construction projects to ensure scope of work is met. Assists with coordination of Research Park governance documents such as the Master Plan, Development of Regional Impact, zoning, etc. Assists with coordination of new lease and renewal documents. Research Foundation Policies and Procedures: Conducts research and troubleshoots administrative matters. Gathers related data, analyzes current and past practices, and university or corporate best practices. Recommends changes in procedures or work flow to improve processes. Responsible for the implementation and administration of PolicyTech (or like software system) for management of all Research Foundation policies and procedures. Research Foundation Operations: Gathers data and assists with development of operational and corporate budgets. Assists with the development of information flyers, web sites, newsletters, reports, internal forms, and various materials to facilitate services. Records Management: Maintains required records and reports, establishing systems for retrieval of data in electronic and/or paper formats. Other duties as needed. POSITION QUALIFICATIONS: MINIMUM: 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. PREFERRED: A bachelor's degree in a field directly related to the position's responsibilities such as Business Administration and three years of professional business experience. Computer software knowledge and skills: Microsoft Office Suite for spreadsheets, charts, calendar, email, presentations, correspondence, and reports; PolicyTech for management of policies and procedures; Banner Finance for budget coordination; Angus Anywhere for tenant coordination. USF Tampa Information for Applicants This position is subject to a Level 1 criminal background check. Job Opening Number: 38400 Posting Date: 12/12/2024 Posting End Date: 12/26/2024 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. Click here for additional tutorial information. To request an accommodation with the application or interview process, please contact Central Human Resources by telephone: 813-974-2970 or email HR-ADA-Requestusf.edu. 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. USF's Equal Opportunity Affirmative Action Statement. Federal Rights Applicants have rights under Federal Employment Laws: Family and Medical Leave Act (FMLA), Equal Employment Opportunity (EEO) and Employee Polygraph Protection Act (EPPA). 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. Connect with us: