Administrative Specialist

University of South Florida; Tampa (FL); On-site; USD 42,000 - 56,000; Full time

Job summary

University of South Florida’s Student Health and Wellness Center in Tampa seeks an Admin Specialist to support daily facility operations and administrative tasks. You will coordinate maintenance work orders, oversee custodial services, manage vendor activities, and assist with regulatory documentation.

Reporting to the Facility Manager, you will help ensure a safe, compliant environment and smooth service delivery, including emergency preparedness and records management.

Qualifications

• This position requires a high school diploma or equivalent, with at least four years of experience in an office or administrative support position.
• Degree Equivalency Clause: Four years of direct experience for a bachelor’s degree.

Responsibilities

• Coordinate maintenance work orders and facility service requests.
• Oversee custodial services to maintain cleanliness and safety standards.
• Coordinate vendor and contractor activities and on-site work.
• Support regulatory inspections, compliance, and required documentation.
• Assist with emergency preparedness, safety initiatives, and compliance activities.
• Maintain facility records, reports, and operational documentation.
• Coordinate schedules, meetings, and departmental activities
• Support purchasing, inventory management, and invoice processing.
• Serve as a liaison between facility staff, vendors, and campus departments.
• Perform other administrative and operational duties as assigned

Skills

Administrative support

Facilities coordination

Vendor coordination

Budget tracking

Regulatory documentation

Emergency preparedness

Education

High school diploma or equivalent

Tools

Work orders system

Invoice processing

Purchasing software

Job description

Job Description

The Admin Specialist primary purpose is to support the daily facility operations of the Student Health and Wellness Center (SHWC) on the Tampa campus by providing administrative and facilities management support.

Reporting to the SHWC Facility Manager, this essential position supports the daily operations of the SHWC by helping to maintain a safe, functional, and compliant environment through the coordination of maintenance activities, work orders, vendor services, budget tracking, regulatory documentation, and emergency preparedness efforts.

The role also supports facility logistics and may provide direction to maintenance personnel, custodial staff, and student workers to ensure efficient operations and service delivery.

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 and USF Health. In 2025, U.S. News & World Report recognized USF with its highest overall ranking in university history, as a top 50 public university for the seventh consecutive year and as one of the top 15 best values among all public universities in the nation. U.S. News also ranks the USF Health Morsani College of Medicine in the highest tier, placing it as one of the top 16 medical schools in the nation and inside the top 10 among public universities. 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 $750 million in research funding in 2025 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 nearly $10 billion for the state of Florida. USF’s Division I athletics teams compete in the American Conference. Learn more at www.usf.edu .

Responsibilities

• Coordinate maintenance work orders and facility service requests.
• Oversee custodial services to maintain cleanliness and safety standards.
• Coordinate vendor and contractor activities and on-site work.
• Support regulatory inspections, compliance, and required documentation. Resolve facility-related issues involving maintenance, utilities, and space usage.
• Assist with emergency preparedness, safety initiatives, and compliance activities.
• Maintain facility records, reports, and operational documentation.
• Coordinate schedules, meetings, and departmental activities
• Support purchasing, inventory management, and invoice processing.
• Serve as a liaison between facility staff, vendors, and campus departments.
• Perform other administrative and operational duties as assigned

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.

Degree Equivalency Clause: Four years of direct experience for a bachelor’s degree.

• 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.
• SB 1310: Substitution of Work Experience for Postsecondary Education Requirements
• 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
• 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.
• Minimum Qualifications that require a high school diploma are exempt from SB 1310.

Preferred Qualifications

This position requires a high school diploma or equivalent, with at least four years of experience in office, facilities, or operational support. Relevant experience in a healthcare or building maintenance environment is strongly preferred. College coursework or vocational/technical training in facilities management, business, or health sciences may substitute at an equivalent rate for the required experience.

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.