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Executive Administrative Spec.

University of South Florida
St. Petersburg, FL

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Employment Type
Full Time
Institution Type
Four-Year Institution
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Job Title: Executive Administrative Spec.
Location: St. Petersburg, FL
Regular/Temporary: Regular
Full/Part Time: Full-Time
Job ID: 30059
Position Details

Dept Number/Name: 0-2500-000 / College of Marine Science

College Division: Acad Affairs-Coll Marine Sci

Salary Plan: Staff

Job Code/Title: 2205 / Executive Administrative Spec.

Hiring Salary/Salary Range: $48,000 - $56,000

Position Number: 00038011


The University of South Florida's College of Marine Science is a multidisciplinary college with 26 ranked core faculty, a Center for Ocean Technology with advanced engineering and sensor development specializations, a large research staff and over 100 graduate students in concentration areas including biological, chemical, geological, physical oceanography and marine resource assessment. The successful candidate will have opportunities to interact with the greater Tampa Bay area marine science community and relevant national and international organizations. Additional information is available at and


Serves as Executive Administrative Specialist to the dean of the College of Marine Science (CMS) by performing high-level office and administrative support duties requiring confidentiality, skill, experience and judgement. The incumbent must be able to make independent decisions, anticipate the needs of the dean, be highly skilled in interpersonal relations, have mature judgement, and exercise a great deal of discretion due to the confidential and sensitive nature of information handled daily. This position handles the dean's calendar and correspondence and makes assignments as necessary. The incumbent is responsible for coordinating travel, retreats, and various large meeting and events. This position also manages the college USF foundation accounts. The position works closely with the associate deans and development officer for the CMS and serves as liaison for the dean with other executive offices, colleges, and departments within the USF system as well as with outside organizations.


Coordinates the annual faculty reviews, Faculty Academic Information Reporting System (FAIR) for the college. Monitors deadlines with the university, and ensures that all reports meet deadlines set by the provost office. Serves as designated contact for these reports and provides training to college faculty and staff to facilitate completion of these reports. College liaison for the error reports for FAIR. This involves reconciliation of payroll records for each person who completes the FAIR. Work in close contact with the college office of academic programs and student affairs regarding errors in Banner. Contact person for all problems associated with the FAIR web site.

Provides executive level support to the dean. Maintains the dean's administrative calendar. Responds to all requests for appointments and confirms daily appointments. Schedules meetings and arranges for meetings with university officials, legislators, faculty, staff, students, public and private individuals, corporations and foundations. Provides meeting agendas and necessary supporting documents. Initiates communication, oral and written, utilizing e-mail, where possible. Acts as liaison with other colleges, and primary collaborators in federal and state agencies by serving as a central resource person for information, referral and assistance. Assists in formulation of annual and long-term college projects, goals and objectives. Interprets established university policies and procedures. Maintains calendar and usage of dean's office conference room and other administrative tasks as required.

Oversees college's USF foundation accounts and the USF research foundation overhead rebate account. Creates, maintain ledgers and generates reports. Provides administrative and fiscal support for the college's development office. Provides fiscal services for numerous USF foundation accounts and stewardship reports related to foundation development activities. Works with development officer with coordinated events, travel arrangements and reimbursements.

Administers the budget for the Oceanography Camp for Girls (OCG), a three week camp held at the CMS for girls entering the ninth grade, from the USF foundation. Works closely with OCG director regarding counselor's salary, transfers payroll from the foundation to OCG convenience account, pay invoices, and when the camp is over submits a budget accounting of all expenditures to the OCG director.

Provides organizational leadership in developing, implementing, and overseeing various college events and functions. This position utilizes independent judgement in making administrative and procedural decisions, plans, schedules, and monitors logistical activities for special events and meetings including arrangements for registration, meeting facilities, catering, lodging, audiovisual equipment and operators, transportation and tours.

Maintains all administrative records and files in the dean's office. Assembles and compiles various correspondence, manuscripts and reports. Examines all incoming correspondence to determine priority items while ensuring confidentiality; compiles information as necessary to develop responses. Prepares draft responses as deemed appropriate and independently responds to routine and non-routine letters, memorandum, inquiries or requests for assistance that do not require action by the dean. Receives telephone calls and responds independently as appropriate. Answers inquiries from students, staff, faculty, visitors, or the general public responding by taking messages and/or assisting caller when possible -- referring to the dean, or associate deans those matters in which there is a particular interest or that require their attention or intervention.

Perform other administrative duties as required to support the mission and function of the College of Marine Science.



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.


At least three years of experience in an executive assistant position providing high level executive support. Experience with purchasing and budgeting. Working knowledge of USF policies and procedures. Previous experience organizing and managing events and large meetings. Highly skilled in the use of MS Office (Outlook, Word, Excel, and PowerPoint) and InDesign.

USF Tampa

Information for Applicants

This position is subject to a Level 1 criminal background check.

Job Opening Number: 30059

Posting Date: 02/22/2022

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 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.

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.

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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