University of South Florida Libraries · 6 hours ago
Administrative Specialist
Tampa, FL
Full-time
Onsite
Mid Level
$44K/yr - $49K/yr
4+ years expThe University of South Florida Libraries is seeking an Administrative Specialist to provide comprehensive administrative support to the Director of Parking and Transportation Services and assist PATS Assistant Directors and Managers. This role involves coordinating daily operations, managing correspondence, and supporting various administrative functions.
Higher Education
Responsibilities
Manage the Director’s calendar and update it to accommodate schedule changes
Manage all processes related to obtaining the Director’s signature
Manages travel arrangements for PATS employees
Provide administrative support to the PATS leadership team, including document preparation, data entry, filing, and record retention
Maintain organized electronic and physical files
Assist with scheduling meetings, preparing agendas, taking notes, and coordinating logistics for departmental and cross-functional meetings
Manage the reservation system and calendar for the PSB Conference room and the PTB Training room
Prepare welcome packet for new employees
Support special projects and operational initiatives assigned
Maintain department logs for contracts, agreements, and subscriptions, and active employees
Serve as a point of contact for students, faculty, staff, and vendors via email, phone, and in person
Draft, review, and send clear correspondence in response to customer inquiries, requests, and concerns
Acknowledge customer inquiries promptly to ensure they are routed to the appropriate unit for resolution
Track customer correspondence to ensure timely resolution and proper documentation
Maintain a courteous, professional, and service-oriented tone in all communications
Working with the Assistant Director of Finance helps with receivable tracking and follow-up correspondence
Coordinate with internal teams to gather information needed to respond to customer requests
Assist with the coordination and submission of general correspondence and time-sensitive documents to Auxiliary Enterprises, other USF departments, and external agencies
Assist with onboarding materials, training documentation, and departmental communications
Coordinate and order office and miscellaneous supplies
Enter and maintain accurate data in departmental systems
Assist with tracking requests, deadlines, and follow-up actions
Generate basic reports or summaries as needed to support the Division’s operations
Qualification
Required
High school diploma or equivalent
Four or more years of experience in an office or administrative support position
Testing may be required to assess competency on word processing software
Benefits
Medical, dental and life insurance plans
Retirement plan options
Employee and dependent tuition programs
Generous leave
Hundreds of employee perks and discounts
Company
University of South Florida Libraries
The University of South Florida Libraries accelerate learning and knowledge production through distinctive collections, information service innovation, and thought leadership.
51-200 employees
Funding
Current Stage
Growth StageCompany data provided by crunchbase