Executive Administrative Specialist (Finance)
Dept Number/Name: 0-2108-000 / Computer Science & Engineering
College Division: Academic Affairs, College of Artificial Intelligence, Cybersecurity & Computing
Salary Plan: Staff
Job Code/Title: 2205 / Executive Administrative Specialist
Hiring Salary/Salary Range: Commensurate with Experience
Position Number: 00059539
ORGANIZATIONAL SUMMARY:
The vision for the College of Artificial Intelligence, Cybersecurity and Computing is to offer undergraduate and graduate degree programs that prepare USF students for high-demand careers, empower faculty to conduct scholarly research that leads to groundbreaking discoveries and
technological advancements, grow industry partnerships and promote ethical considerations and trust throughout the digital transformation underway in our world.
POSITION SUMMARY:
The Executive Administrative Specialist provides high-level executive support to the Dean and Associate Deans within in College of Artificial Intelligence, Cybersecurity and Computing. This position requires exceptional organizational skills, discretion, and the ability to make independent decisions while managing confidential matters. The incumbent serves as a liaison between the executive office and various stakeholders both internal and external, ensuring seamless communication and operational efficiency. Accurately manage calendars and keep track of major deadlines and deliverables.
RESPONSIBILITIES:
Executive Support: Provides executive level support to the Dean and Associate Deans by maintaining complex calendars, scheduling meetings, coordinating requests from internal and external stakeholders, and preparing necessary materials for meetings and appointments. This role involves composing and reviewing correspondence, reports, and presentation materials while independently drafting letters and managing communications on behalf of the executive. Additionally, the position involves planning and coordinating meetings, ensuring proper scheduling, location arrangements, catering, and technology setup, as well as preparing agendas, taking minutes, and disseminating materials in a timely manner. The incumbent works closely with other personnel on event planning and coordination.
Communication & Liaison: As the primary point of contact for inquiries directed at the Dean and Associate Deans executive office, the specialist liaises with internal departments and external entities, ensuring timely responses and issue resolutions while reviewing and prioritizing incoming communications. Additionally, the specialist works closely with the Dean and Associate Deans to facilitate communication with personnel college wide ensuring streamlined operations and a cohesive exchange of information.
Supervisory & Office Management: Supervisory and office management duties include directly supervising and assigning temporary (OPS) employees, student and/or support staff ensuring cross-training for seamless office operations, and overseeing general office tasks such as document management, supply inventory, and office equipment maintenance.
Travel Coordination: Supports the Dean and Associate Deans with travel vouchers and travel requests using information received from them, making reservations for airline travel and hotels, both domestic and foreign, keeps track of their itineraries, and prepares and submits travel and miscellaneous expenses for reimbursements.
Additional Administrative Support: Performs other administrative duties as required to support the mission and functions of the Dean and Associate Deans and the College of Artificial Intelligence, Cybersecurity and Computing.
POSITION QUALIFICATIONS:
MINIMUM:
This position requires a high school diploma or equivalent, with at least six years of experience in an office or administrative support position. Post-secondary education may be substituted on a year for year basis for up to a maximum of 2 years of experience.
PREFERRED:
At least 2 to 3 years of experience in an executive assistant position providing high level executive support. Demonstrated ability to work under pressure and meet deadlines. Effective written and oral communication skills. Excellent organizational skills and commitment to detail. Demonstrated maturity and ability to work independently and with individuals possessing various skills and personalities.
USF Tampa
Information for Applicants
This position is subject to a Level 1 criminal background check.
Job Opening Number: 38824
Posting Date: 2/21/2025
Posting End Date: 3/31/2025
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-Request@usf.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.
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 .
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