Executive Administrative Spec. at University of South Florida in Tampa, Florida

Job Description:

The Office of Graduate Studies, comprised of approximately 15 Administrative and Staff personnel, functions to assist the Dean in successfully managing the day-to-day operations necessary to support graduate and postdoctoral education at USF. This unit collaborates with other administrative units, faculty, postdoctoral scholars, students, and staff across campuses to achieve the goals and mission set forth by the University.

The Executive Administrative Assistant provides high-level administrative and operational support to the Dean of Graduate Studies, ensuring efficient office management and facilitating the strategic objectives of the Graduate Studies Office. This role requires exceptional organizational skills, discretion, and the ability to manage multiple priorities while supporting graduate students, faculty, and staff.

In addition, this individual will assist the Dean in daily office activities, evaluate and improve internal processes, prepare a biweekly email for graduate students, record meeting minutes, and assist with responses to student and faculty issues as they arise. The position requires proficient multitasking, strong communication skills, and the ability to work independently and collaboratively in a fast-paced environment.Minimum Qualifications:
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 two years of experience.

Preferred Qualifications:
A bachelor's degree or higher.
Proficiency with the MS Office Suite, including strong skills in Excel.
Experience with Canva and proficiency in creating flyers and event programs.
Familiarity with form development in Qualtrics and Microsoft/Google Forms.
Strong verbal and written communication skills, ability to work independently, and knowledge of graduate education administration preferred.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.
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Working at USF
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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.
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To learn more about working at USF please visit: Work Here. Learn Here. Grow Here .

• Dean Support: Provide high-level administrative support, manage the Dean's calendar, schedule meetings, and coordinate appointments. Compose, format, proofread, and finalize correspondence and reports. Maintain confidential records. Coordinate the collection, analysis, compilation, and submission of information required for various reports. Oversee registration and semesterly audits of the International Teaching Assistant (ITA) Assessment. Research academic history and update student test scores within Banner Oasis/BDMS.


• Office Management and Fellowship Program Oversight: This position will utilize the program management software InfoReady to manage OGS Fellowships. Assist in coordinating fellowship programs and overseeing administrative functions. Develop and implement office procedures to improve efficiency. Prepare communications for graduate students and faculty regarding fellowship opportunities. Manage application processes, selection procedures, and recipient communications. Organize networking and engagement events to enhance the fellowship experience.


• Event and Project Coordination: Assist with Orientation, Commencement, and Graduate Studies receptions. Manage registration and logistics for USF's 3MT Competition and the Annual Research Symposium. Communicate with participants, judges, moderators, and presenters. Develop presentations, event scripts, and marketing materials.


• Budget and Financial Management: Monitor department budgets, process financial transactions, oversee purchases, and ensure compliance with university policies. Assist the Dean with financial planning and reporting.


• Graduate Student and Faculty Support: Serve as a liaison between graduate students, faculty, and administration. Address inquiries, provide guidance on policies and procedures, and support student success initiatives.


• Web Content and Communications Support: Assist with maintaining the Office of Graduate Studies website and social media platforms. Update webpages to reflect current initiatives and deadlines. Develop and disseminate electronic forms and surveys.


• Additional Responsibilities: Attend Graduate Studies ceremonies and events, representing the Office in a professional capacity. Assist with special projects as assigned.