Admin Specialist

40%: Event and Faculty Candidate Support: Work with the USF Travel Department to create guest profiles for all external speakers and faculty candidates. Initiate Travel Authorization Requests (TARs) in USF Archivum system and then submit Travel Expense Report (TERs) in a timely manner once the visit has concluded. Book flights (with faculty host and guest input), hotels, and rental cars/shared ride services for external speakers and faculty candidates. Obtain presentation/flyer information from guests and pass along to the Conference and Events Planner. Create itineraries for all external guest speakers and faculty candidates. Send calendar invites to all faculty members meeting with guest speaker/candidate. Book dining reservations. Prepare and submit alcohol approval forms as needed for special events or guest dining. Escort external speakers and faculty candidates to meetings. Provide assistance to the Conference and Events Planner in regards to food ordering and obtainment/placement in rooms. Back-up for room reservations via 25Live system and IT/AV booking. 

40%: Heart Institute Director Support: Complete special projects as assigned by the Heart Institute Director. Will maintain the Director's calendar and provide travel and procurement support as requested via university PCard. Provide clerical support as needed for faculty/ search committee meetings. 

10%: Heart Institute General Support: Provide assistance to the USF Health Heart Institute faculty and administration as needed. Example of assistance may include: faculty profile/website updates, CV updates, publication assistance, office supply ordering/upkeep, research floor access assistance. 5%: Research Day: Will assist with the annual USF Health Research Day 

5%: Other duties as assigned

"This position is not eligible for Visa Sponsorship" 

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:

General USF travel and procurement compliance knowledge will be necessary.

Good communications skills are a must as this position will be required to work with the Heart Institute Director and any guests he may have. Additionally, this position will need to communicate well with special guest speakers for our multiple seminar series. Must have excellent problem-solving skills and be able to work in a fast-paced environment. Must be comfortable working independently.

 

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.
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SB 1310: Substitution of Work Experience for Postsecondary Education Requirements
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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:
(a) Two years of direct experience for an associate degree;
(b) Four years of direct experience for a bachelor’s degree;
(c) Six years of direct experience for a master’s degree;
(d) Seven years of direct experience for a professional degree; or
(e) Nine years of direct experience for a doctoral degree
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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.
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Minimum Qualifications that require a high school diploma are exempt from SB 1310.

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.