administrative assistant

administrative coordinator (temporary) Jobs in Tampa

administrative coordinator (temporary)

administrative specialist - civil & environmental eng Jobs in Tampa

administrative specialist - office support (property damage recovery) Jobs in Tampa

administrative support specialist Jobs in Tampa

administrative support specialist

administrative specialist civil environmental eng

University of South Florida

<div>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 &amp; 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&rsquo;s and 40 doctoral students. 
Position Summary
The Civil &amp; Environmental Engineering Administrative specialist works closely with Graduate Program Director, Department Chair and Graduate Committee on all aspects of administering the department&rsquo;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.</div>
 <div><ul><li>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.
</li><li>30% Graduate admissions: Works closely with USF&rsquo;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.
</li><li>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.
</li><li>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.
</li><li>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.
</li><li>5% Performs other duties as assigned in support of the academic mission of the department.</li></ul></div>
 <div>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.</div>
 <div>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&lsquo;s rich academic environment, which fosters their development and advancement. In 2025, Forbes recognized USF as one of Florida&rsquo;s best large employers, ranked No. 1 among the state&rsquo;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 &amp; 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&rsquo;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.</div>

Administrative Specialist - Civil & Environmental Eng

SCS Engineers

<div>What we are looking for:
<div>
Are you looking for a career that will make an impact globally and within your local community? SCS is on the forefront of developing sustainable environmental protection practices by working with industry and regulatory agencies to reduce greenhouse gas emissions and optimize operations at solid waste facilities.</div><div></div><div> 
At SCS, our workplace culture is guided by three core principles: trust, care, and grow. We are searching for an entry-level engineer for our Tampa office who seeks to advance their career through training, mentoring, and experience in the field and office.</div><div></div><div> 
As an entry-level engineer, you will provide engineering/design support to the Tampa team within our existing solid waste practice which is focused on providing engineering services to private and municipal clients in the landfill, landfill gas, compost and solid waste management industries. Potential projects include providing solutions related to stormwater, industrial wastewater, air quality, landfill gas systems, environmental compliance, permitting, design, construction, operations and environmental monitoring.</div>
How you can make an impact:
<div>
You will reduce greenhouse gas emissions and support civil and environmental project work including:</div><ul><li>
Landfill, landfill gas collection and control system, industrial wastewater, and stormwater permitting and design, including construction plans, specifications, and construction documents.</li><li>
Prepare solid waste facility and environmental control system infrastructure permit applications and/or regulatory agency submittals and develop responses with supporting documentation.</li><li>
Collect samples from hazardous and non-hazardous sites, including soil, air, surface water, groundwater, and landfill gas.</li><li>
Oversee drilling activities involving monitoring and well installation, borehole logging, well development, and sampling.</li><li>
Conduct and document construction quality assurance observations to ensure compliance with construction documents.</li><li>
Complete quality control reviews on all work products (reports, design plans, design calculations, data, etc.) prior to submission.</li><li>
Independently coordinate with contractors, subcontractors, and clients with project manager support and oversite.</li><li>
Effectively communicate with other technical professionals in a team setting to achieve client goals.</li><li>
Coordinate with GIS and CAD drafters for design plans/figures or use AutoCAD or ArcGIS for basic design plans/figures.</li><li>
Prepare permit applications and regulatory agency submittals and responses with supporting documentation and engineering analysis as requested.</li><li>
Prepare calculations in support of design documents and reports as requested.</li></ul>
Qualifications:
<ul><li>Bachelor of Science degree in civil, environmental, biosystems, or geotechnical engineering required.</li><li>
3 months of relevant solid waste, environmental and/or engineering internship, work and/or research experience required.</li><li>
Ability to learn AutoCAD or comparable software is required.</li><li>
Local field work expected 10-20% with the remainder in our Tampa office is required.</li><li>
Strong preference for individuals who have passed the Fundamentals of Engineering (FE) Exam.</li><li>
Valid Driver&rsquo;s License with a driving record in good standing required.</li></ul><div></div><div> 
Learn more about our entry-level professionals!</div><div></div><div> 
https://youtu.be/UVCKWZq8RO0?si=sPvZb4_ZUyg_UQRg</div>
Pay Range: USD $60,000.00 - USD $70,000.00 /Yr. Additional Information: Please note that our pay ranges are determined by several factors, including relevant experience, internal pay equity, and location. They do not include any of the amazing benefits of being an employee-owner, which are listed below. SCS is building a world where environmental systems and infrastructure strengthen the health, safety and resilience of communities &mdash; from reducing methane emissions at landfills to producing alternative energy, from repurposing contaminated properties to sequestering carbon. As a 100% employee-owned firm, we bring a long-term perspective, personal ownership and shared success to everything we do. We live our values every day: We care. We are a team. We are tenacious. Join us and be part of a team where your work has real impact &mdash; on the world and on your own growth. As a growing firm, we offer excellent opportunities for career advancement and a comprehensive package, including: &bull;Medical, Dental, Vision, Life and Disability Insurance &bull;100% employer- funded Employee Stock Ownership Plan (ESOP) and 401K including employer match &bull;Annual Bonus Program &bull;Student Debt Employer Contribution Program &bull;Paid holidays, PTO and Paid Parental Leave SCS Engineers is an Equal Opportunity Employer (EOE). SCS provides equal employment opportunities to all qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran or disabled status. If you have questions, difficulty using our online system and/or you need an accommodation due to a disability then please contact us about your interest in employment at recruiting@scsengineers.com</div>

Entry-level Civil or Environmental Engineer - Solid Waste

Amentum

<div>Position Summary
As part of the BOS contract supporting the Department of the Air Force, 6th Engineer Squadron at MacDill Air Force Base, Florida, we deliver comprehensive civil engineering services that directly support mission readiness and operational excellence. Our mission is to sustain safe, efficient, and resilient installation infrastructure that enables the Air Force to execute its global mission.
Description - External<ul><li>CADD and Geospatial Specialist responsible for creating and modifying project drawings, aerials and raster graphics, tracking CADD daily priorities and project deliverables. Ensures Geospatial data fidelity for the Engineering Flight, , while adhering to the proper format and organization required by all endeavors.</li></ul>
Essential Functions:<ul><li>Prepares drawings for an entire project or a portion of a project with independent responsibility for completion. Works from engineers&rsquo; sketches, marked up prints, and verbal instructions. Translates ideas, rough sketches, specifications, and calculations of engineers and architects and designers into complete and accurate working drawings for use in structure and system maintenance, repair, or new construction. Includes information such as location, design, material, and dimensions, and interacts with a variety of branches of engineering to include such things as new building design, floor plans/structures, conditioning, and electrical systems, etc.</li><li>Provides CADD drafting and plotting services to internal and external customers of Engineering Department. Communicates with customers on all job requests and CADD-related requirements. Displays proficiency in CADD and work processing software. Locates reference material and maintaining consistency in Mylar drawing storage, filing, and retrieval procedures. Possesses knowledge of plotter operations.</li><li>Prepares drawings for major contractual requirements utilizing software and associated equipment to prepare sets or groups of drawings for new construction, modification, alteration, or renovation of base facilities. Monitors the performance of computer design system to ensure it is operating properly and makes adjustments to resolve minor software problems. Prepares drawings for visual presentation programs using various computer programs. Mounts drawings and sets up appropriate presentation tools (e.g., easels, overhead projectors, computer generated slides, etc.)</li><li>Stores, catalogs, maintains, and updates as-built drawings and ongoing in-house projects. Takes action to ensure that &ldquo;as-built&rdquo; drawings are completed for all projects. Researches original drawings and transcribes information and codes into GIS system.</li><li>Possesses multi-disciplinary organizational skills made necessary by high degree of interaction with various operating groups. Maintains electronic copies of all as-built and new designs on network server in appropriate folders</li><li>Operates and maintains print reproduction equipment. Sets up reproduction equipment and adjusts controls for proper operation and optimum print quality. Responsibility for the condition and upkeep of the equipment. Maintains an adequate supply of required reproduction supplies.</li><li>Performs surveying work of limited scope and complexity. Performs maintenance of survey equipment&rsquo;s consisting of field adjustments.</li><li>Performs other tasks as necessary and incidental to the required work as directed; including on-call 24-7 response with the ability to respond to base emergency within one (1) hour.</li></ul>
Required Education / Skills: Associates Degree in Applied Science (Architectural/Engineering Drafting Technology) or two (2) years relevant experience.<ul><li>Knowledge of symbols, terminology, and accepted standards used in engineering drawings.</li><li>Knowledge of the equipment, facilities, and systems of civil, mechanical, electrical, and architectural engineering disciplines using CADD software to accomplish assignments.</li><li>Skill in maintaining and operating reproduction and plotting machines.</li><li>Ability to prepare original and complex drawings that are neat, accurate, appropriately dimensioned, and logically arranged. Knowledge of methods and techniques of drafting, including the ability to print neatly and legibly.</li><li>Ability to make mathematical computations using standardized tables and formulas.</li><li>Ability to communicate effectively both orally and in writing.</li></ul> 
Certificate / License / Registration: 
Environmental Science Research Institute (ESRI) Certified Introduction and Intermediate training in ArcGIS
Citizen of US
Ability to hold/maintain a Secret Security Clearance 
Travel: Minimal, as required
Unusual or Special Physical Requirements of Position (specify and provide % of time required). Define and what percentage of the day 
<ul>
<li>
Lifting: Up to 50 lbs.: 10%</li>
<li>
Climbing: 10%</li>
<li>
Crawling: 0%</li>
<li>
Special clothing/equipment (wearing): may be required to wear PPE &ndash; steel toed shoes, safety glasses and vest when entering construction sites. 20%</li>
<li>
Unusual physical requirements: Sitting (50%), Standing (30%), Bending (10%), stooping (10%)</li>
<li>
High noise level: Active Air Force Base 20%</li></ul> 
Description of Work Environment (specify and provide % of time required) 
<ul>
<li>
Work is primarily indoors in an office setting &ndash; 70%</li>
<li>
Inspections and surveys are outside &ndash; 30%</li>
<li>
Extreme (hot/cold) temperatures involved: 20%</li>
<li>
Hazardous conditions - Exposure to work sites 20%</li>
<li>
Travel/transportation requirements: May require occasional local travel - 10%</li> 

</ul>
Equipment and Machines Involved in Work Tasks (specify and provide % of time required)<ul><li> 
Computers, fax machines, copiers, cell phones, and video conferencing - 100%</li></ul> 
Criticality of Attendance (specify and provide % of time required) 
<ul>
<li>
Work hours are normally 8 hours per day and 5 days per week, Monday-Friday. Regular attendance of scheduled hours is extremely important. Punctuality and regular attendance are necessary. Must have flexibility of workdays to cover weekends if required.</li>
<li>
Necessity for regular attendance: Critical, 100%</li>
<li>
Urgency for punctuality: Critical, 100%</li></ul> 
Other Essential Functions (List other essential functions here.) 
Must complete and pass a pre-employment drug screen, and background check. 
Compensation Details:
$33.72 Hrly 
The compensation range or hourly rate listed for this position is provided as a good-faith estimate of what the company intends to offer for this role at the time this posting was issued. Actual compensation may vary based on factors such as job responsibilities, education, experience, skills, internal equity, market data, applicable collective bargaining agreements, and relevant laws. 
Benefits Overview:
Our health and welfare benefits are designed to support you and your priorities. Offerings include:<ul>
<li>
Health, dental, and vision insurance</li>
<li>
Paid time off and holidays</li>
<li>
Retirement benefits (including 401(k) matching)</li>
<li>
Educational reimbursement</li>
<li>
Parental leave</li>
<li>
Employee stock purchase plan</li>
<li>
Tax-saving options</li>
<li>
Disability and life insurance</li>
<li>
Pet insurance</li></ul> 
Note: Benefits may vary based on employment type, location, and applicable agreements. Positions governed by a Collective Bargaining Agreement (CBA), the McNamara-O'Hara Service Contract Act (SCA), or other employment contracts may include different provisions/benefits. 
Original Posting:
04/28/2026 - Until Filled
Amentum anticipates this job requisition will remain open for at least three days, with a closing date no earlier than three days after the original posting. This timeline may change based on business needs. 
Amentum is proud to be an Equal Opportunity Employer. Our hiring practices provide equal opportunity for employment without regard to race, sex, sexual orientation, pregnancy (including pregnancy, childbirth, breastfeeding, or medical conditions related to pregnancy, childbirth, or breastfeeding), age, ancestry, United States military or veteran status, color, religion, creed, marital or domestic partner status, medical condition, genetic information, national origin, citizenship status, low-income status, or mental or physical disability so long as the essential functions of the job can be performed with or without reasonable accommodation, or any other protected category under federal, state, or local law. Learn more about your rights under Federal laws and supplemental language at Labor Laws Posters.</div>

CAD III Technician

Lau Lane Pieper Conley & McCreadie PA

Job Overview We are seeking a detail-oriented Administrative Specialist to support a high-volume property damage recovery (PDR) claims process. This role is responsible for retrieving and printing incoming claims, entering claim data into a designated management system, and preparing accurate demand letters and complete demand packages in accordance with established procedures. The position involves verifying claimant information, scanning and organizing claim documentation, coordinating client matter numbers and conflict checks, and maintaining up-to-date task tracking within claims software. Additional responsibilities include monitoring outstanding claims, generating and processing follow-up demands, preparing files for third-party adjustment companies, uploading documentation to external systems, and handling returned mail through address research and reissuance. The ideal candidate is highly organized, efficient, and capable of managing a steady monthly volume of claims while ensuring accuracy and consistency throughout the documentation and workflow process, along with supporting other administrative tasks as needed.Qualifications<ul><li>High school diploma or equivalent required; associate&rsquo;s degree or relevant coursework preferred</li><li>1&ndash;3 years of administrative, claims processing, legal support, insurance, or comparable high-volume office experience</li><li>Experience handling detailed documentation, data entry, and file management with a high degree of accuracy</li><li>Proven ability to manage a steady monthly volume of work while meeting deadlines and procedural requirements</li><li>Strong attention to detail with the ability to review, verify, and organize complex claim information</li><li>Proficiency with data entry systems, claims management software, and document tracking tools</li><li>Working knowledge of preparing correspondence such as demand letters, follow-up notices, and claim packages preferred</li><li>Experience scanning, organizing, and uploading documents to internal and external systems</li><li>Strong organizational and time-management skills with the ability to prioritize multiple tasks</li><li>Effective written and verbal communication skills for coordinating with internal teams and third parties</li><li>Comfort working in a structured, process-driven environment with established procedures</li><li>Ability to research returned mail issues, confirm addresses, and reissue correspondence accurately</li><li>Proficiency in Microsoft Office (Outlook, Word, Excel) or similar productivity tools</li><li>Self-motivated, dependable, and capable of working independently with minimal supervision</li><li>Willingness to support additional administrative duties as business needs require</li></ul>Join us in this dynamic role where your organizational talents will directly impact our ability to recover property damages efficiently! We are committed to fostering a supportive environment that values your contributions.Pay: $18.00 - $20.00 per hourWork Location: In person

Administrative Specialist - Office Support (Property Damage Recovery)

National Cancer Benefits Center

Job Summary We are seeking a reliable and detail-oriented Document Preparation Specialist to join our dynamic office team in a full-time role related to federal compensation claims. In this role, you will be responsible for preparing and filling out paperwork with accuracy and efficiency. You will also be in direct communication with clients, providing them accurate information and updates. The ideal candidate is organized, personable, and has strong communication skills, both verbal and written.Key Responsibilities:<ul><li>Complete and process client paperwork with attention to detail</li><li>Prepare and mail packets to clients in a timely manner</li><li>Enter data into database with high accuracy</li><li>Answer incoming phone calls and respond to client inquiries in a professional and courteous manner</li><li>Provide clear and accurate information regarding services and processes</li><li>Maintain organized records and documentation</li><li>Assist with general office and administrative tasks as needed</li></ul>Qualifications:<ul><li>Previous customer service or administrative experience</li><li>Neat and legible handwriting</li><li>Strong verbal and written communication skills</li><li>Excellent phone etiquette and customer service skills</li><li>Ability to multitask and stay organized in a fast-paced environment</li><li>Basic computer and office skills</li><li>High school diploma or equivalent (additional education is a plus)</li><li>Familiarity with office equipment (printers, copiers, mailing systems)</li></ul>What We Offer<ul><li>Stable Monday - Friday, 9-5 schedule</li><li>Professional office environment</li><li>Monthly performance-based bonus incentive</li><li>Paid time off, paid holidays, and paid sick time</li><li>Medical Insurance and 401k Plan</li><li>On site gym access</li></ul>How to Apply: Please submit your resume and a brief cover letter outlining your experience and interest in the role.Pay: $25.00 per hourBenefits:<ul><li>401(k)</li><li>Health insurance</li><li>Paid time off</li><li>Retirement plan</li></ul>Work Location: In person

Document Preparation Specialist

Early Learning Coalition of Hillsborough County

<div>Description:

POSITION TITLE: Program Initiatives and Education Support Specialist
FLSA STATUS: Non-Exempt
PAY GRADE: N1
PAY RANGE: $39,228 to $53,081 per year
DEPARTMENT: Program Initiatives &amp; Education
POSITION SUMMARY
This position provides administrative and data entry support to the Program Initiatives &amp; Education team. The individual performs data entry of information to maintain database(s) through various systems, and supports initiatives and projects related to data requests. This position is responsible for accuracy, efficiency, and retrieval of processed data. This individual will review data entered for quality assurance and generate data reports as required. In addition, this position will be responsible for assisting childcare providers by phone and in person.
ESSENTIAL DUTIES AND RESPONSIBILITIES<ul><li>
Collect, compile, and analyze data trends from various departments ensuring accuracy and integrity of reports.</li><li>
Assist with duties related to CLASS Observations such as, but not limited to assignments, uploads, and SR TIER 1 Monitoring.</li><li>
Support the ELCHC&rsquo;s quality improvement initiatives through data entry and analysis; make recommendations for improvement within the local database.</li><li>
Assure timely preparation of reports including review and maintenance of data as needed prior to report preparation.</li><li>
Review discrepancies in data received, request clarification and/or advise supervisor of issues related to data and perform data verification routines in accordance with Coalition procedures.</li><li>
Provide quality customer service and ensure a positive relationship in interactions with internal and external customers, including various administrative support functions to include correspondence, filing, phone, and reception duties.</li><li>
Coordinate with ELCHC staff to consolidate and archive data, quality assurance checks, and assist with inventory checks and the distribution of materials.</li><li>
Provide overall support to Quality Improvement Coordinator and VPK Data Quality Improvement Coordinator</li><li>
Perform other duties that may be necessary to maintain the success of the organization, as determined by Leadership.</li></ul>
Requirements:
<ul><li>High school diploma or equivalent; Associate degree preferred</li><li>
Minimum 2 years administrative support experience to include data entry</li><li>
Basic EXCEL spreadsheet skills</li><li>
Ability to exemplify our Core Values</li><li>
Proven ability to connect with a diverse population</li><li>
Ability to identify and resolve problems in a friendly, professional, and timely manner</li><li>
Knowledge of Best Practices regarding customer service skills</li><li>
Attention to detail with the ability to accurately interpret and enter data.</li><li>
Intermediate knowledge of Microsoft Office Products</li><li>
This position requires successful completion of the level 2 background screening standards as set forth in s. 435.04, F.S.</li><li>
Bilingual English/Spanish preferred</li><li>
Able to work flexible hours when required by Leadership</li></ul>
SUPERVISORY RESPONSIBILITIES
None.
PHYSICAL ACTIVITY/WORK CONDITIONS<ul><li>
Work Environment: This job operates in a general office setting. This role routinely uses standard office equipment such as computers, phones, copiers/fax machines. While performing the duties of this job, the employee frequently interacts with staff, vendors, and the general public in person and via telephone and email.</li><li>
Physical Demands: While performing the duties of this job, the employee will be required to sit for prolonged periods of time, at a desk, utilizing a computer and reviewing online and paper documents. The employee may be required to lift and move up to 25 pounds.</li><li>
Telework is available at discretion of management, this is a Hybrid role with an in-office requirement.</li></ul></div>

Administrative Support Specialist

<div>This position typically reports to a Director, Manager, Business Services Analyst or other appropriate administrator. The primary duties of positions in this job classification are related to the implementation, monitoring, and reporting of fiscal and business processes, including budget reconciliation, expenditure and budget transfers, overseeing department spending and purchasing activity, accounts payable/receivable administration, and fiscal and accounting support for a grant or Auxiliary function. This position may also reconcile, adjust, and monitor fiscal transactions in an effort to control the budget and report accurate accounting transactions to the appropriate central accounting function. Positions assigned to this classification should have at least 70% of the total duties directly related to the administration of fiscal and business processes.The Fiscal &amp; Business Specialist must remain up-to-date on all budgeting, grant funding, purchasing, accounts payable, accounts receivable, and cash related USF policies and procedures. This position requires knowledge of USF enterprise business systems (e.g., FAST, GEMS, and Banner/OASIS), word processing and spreadsheet applications to fulfill the duties. This position requires an intermediate level of proficiency with spreadsheet software. The Fiscal &amp; Business Specialist serves as a liaison with central University administrative departments such as USF Accounts Payable, Purchasing, Research Financial Management, etc. This job classification is differentiated from the Accounting Specialist job in its focus on business management and administrative procedures in support of a college, department, office, or program budget.</div>
 <div>Handles purchasing functions for researching items. Obtaining price quotes, entering information into university systems, receiving purchasing orders, and reconciles purchasing transactions (P-card, invoices, etc.) to the ledger. Resolves vendor billing problems. Prepares and monitors the monthly billing and invoicing process for all services rendered in a department, center, or auxiliary function (external and/or interdepartmental). Records and reconciles revenues and cash generated.
Handles travel requests and travel reimbursement processing. Assist with front desk duties, tends to staff and guests; in charge of finding solutions to office and maintenance issues, as needed.
Reconciles monthly / department ledger for varied types of accounts such as sponsored project accounts, E&amp;G, etc. Verifies and reconciles P-Cards transactions. Initiates and prepares non-payroll expenditure transfers to correct any discrepancies and allow for appropriate funds.
Runs routine reports and queries related to expenditures (actual vs. budget). Example: RSA (Remaining Spending Authority) report. Utilizes FAST, GO FAST, FAIR, and BANNER to generate routine fiscal and budget related reports. Monitors and tracks department/college/center spending (i.e., using commitment control, RSA, spreadsheets, etc.) and notify appropriate persons of potential deficits before they occur. Generates and sends out notices for additional money/fees due, grant/contract closeout, auxiliary account balances or deficits, etc.</div>
 <div>Minimum Qualifications: This position requires a High School diploma or equivalent with three years of work experience in positions with fiscal support duties. College or other relevant post-secondary coursework may substitute for the experience requirement on a year for year basis
Preferred Qualifications: Bachelor's Degree in Finance or Accounting; experience working with a team. A candidate who has experience working at USF with purchasing background or knowledge of USF business systems 
Additional Information for Applicants: This position is not eligible for Visa Sponsorship 
Degree Equivalency Clause: Four years of direct experience for a bachelor&rsquo;s degree.
 
&bull; 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.
 
&bull; SB 1310: Substitution of Work Experience for Postsecondary Education Requirements
 
&bull; 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:
 
&bull; (a) Two years of direct experience for an associate degree;
 
&bull; (b) Four years of direct experience for a bachelor&rsquo;s degree;
 
&bull; (c) Six years of direct experience for a master&rsquo;s degree;
 
&bull; (d) Seven years of direct experience for a professional degree; or
 
&bull; (e) Nine years of direct experience for a doctoral degree
 
&bull; 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.
 
&bull; Minimum Qualifications that require a high school diploma are exempt from SB 1310.</div>
 <div>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&lsquo;s rich academic environment, which fosters their development and advancement. In 2025, Forbes recognized USF as one of Florida&rsquo;s best large employers, ranked No. 1 among the state&rsquo;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 &amp; 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&rsquo;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.</div>

Fiscal & Business Specialist

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