Administrative Specialist - Civil & Environmental Eng

Organizational Unit

The College of Engineering (COE) serves over 6,000 students and offers undergraduate and graduate degrees in 12 programs. The COE seeks to profoundly shape and impact lives through the steadfast pursuit of world-class engineering research, education, and innovation. We aspire to be at the forefront of engineering research and education, cultivating knowledgeable, passionate engineers who are dedicated to need based, solutions-oriented engineering. We share a culture of excellence, characterized by an emphasis on students, research, innovation, partnership, inclusivity, agility, and the future. This position is a critical, frontline position for the Civil & Environmental Engineering Department, which offers undergraduate and graduate degrees with specializations in Geotechnical, Structures, Materials, Transportation, Water Resources and Environmental Engineering. The department has 28 faculty members, offers B.S., M.S. and Ph.D. degrees and educates an approximate student population of 700 undergraduates, 52 master’s and 40 doctoral students.

Position Summary

The Civil & Environmental Engineering Administrative specialist works closely with Graduate Program Director, Department Chair and Graduate Committee on all aspects of administering the department’s four MS and PhD programs. This includes recruiting new graduate students, admissions, orientation, advising, tracking student progress through the program and appointing students as research and teaching assistants. The position requires excellent public relations and communication skills. The successful candidate must also demonstrate an ability to learn to use various computer software and data acquisition systems.

• 10% Recruitment: Responds to queries from prospective graduate students for four graduate programs (MS and PhD programs in civil engineering and environmental engineering) via email, phone and in-person meetings. Assists in preparation and dissemination of recruitment materials, including websites, brochures and presentations. Helps coordinate visits from perspective students and other visitors. Assists with virtual and in person open houses for perspective and admitted students.
• 30% Graduate admissions: Works closely with USF’s office of graduate admissions. Monitors admissions portal and communicates with applicants regarding application requirements. Maintains graduate student application files. Works closely with graduate program director and graduate committee to facilitate timely review and admission decisions. Communicates with applicants regarding admission and funding decisions, course registration procedures, etc. Coordinates new graduate student orientation.
• 30% Graduate student support: Advises current graduate students on matters related to policies and procedures, program requirements, deadlines, course enrollment and permits, scholarships, events and job opportunities. Provides support to students with completion of department, college and university forms. Maintains student files and records. Helps to guide students through comprehensive exam, thesis and dissertation process, including deadlines, committee forms, scheduling, dissemination of notices, etc. Assists with graduation certification.
• 15% Curriculum and other program support: Works closely with the Graduate Program Director and Graduate Program Committee on program assessment and curriculum changes in four graduate programs (MS and PhD programs in civil engineering and environmental engineering). Facilitates appointment of graduate teaching assistants (TA's) to support undergraduate classes. Assists with HR processes for TA's. Processes tuition waivers. Assists with TA evaluation and outstanding TA award.
• 10% Administrative department support: Orders supplies and prepares and initiates purchase orders. Arranges and coordinates travel for department staff, faculty, and incoming guests. Places work orders for the entire department. Monitors Oracle HR for newly appointed and existing salaried and non-exempt employees in the entire department and runs Oracle Workforce Reports to audit payroll for accuracy. Oversees front desk operations; assists faculty and student organizations with scheduling meetings and events; maintains office bulletin boards.
• 5% Performs other duties as assigned in support of the academic mission of the department.

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.

Preferred Qualifications: Associate degree with two years of office/administrative experience in a university environment. Ability to do complex word processing, brochure production, and spreadsheet manipulation is helpful. Ability to organize, prioritize, problem solve, collaborate and work independently. Knowledge of USF policies and procedures, MS Office suite and OASIS/BANNER is a plus.

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.