Administrative Specialist

University of South Florida; Tampa (FL); On-site; USD 39,000 - 47,000; Full time

Job summary

The University of South Florida in Tampa is seeking an administrative support professional to assist the Technology Transfer Office and USF Connect with broad office and fiscal duties.

Responsibilities include handling purchasing, reviewing invoices, reconciling P-Cards, coordinating travel, and maintaining records in university systems.

Qualifications

• This position requires SB 1310 compliance and related employment eligibility in the U.S.
• Minimum qualifications include a high school diploma or equivalent; direct degree requirements may be substituted by experience as allowed by SB 1310.
• Experience with corporate/business office settings is preferred.

Responsibilities

• Perform specialized administrative duties and support department purchasing and price quotes.
• Respond to inquiries regarding purchasing, facilities, and programs; resolve problems when feasible.
• Coordinate travel arrangements; process TARs, registrations, hotels, and reimbursements.
• Reconcile P-Cards; maintain backup files and investigate discrepancies.
• Provide routine financial administrative support including processing invoices and payments.
• Support departmental programs, maintain records, and assist with special projects.
• Perform other duties as assigned.

Skills

Administrative support

Purchasing

Travel coordination

Accounts payable

P-card reconciliation

Education

High School diploma or equivalent

Tools

University systems

Job description

Job Description

This position provides administrative support to the Technology Transfer Office and USF Connect providing wide range of administrative and fiscal related support duties.

Job Description

This position provides administrative support to the Technology Transfer Office and USF Connect providing wide range of administrative and fiscal related support duties.

Responsibilities

• 20% - Performs specialized administrative duties required to support the department, using discretion to make judgements based on operating guidelines. Support purchasing requirements for department, researching items and obtaining price quotes, entering information into university systems and receiving purchase orders.
• 20% - Respond to and initiate inquiries (questions regarding purchasing, facilities, administration, specialized programs, etc.) Explain policies, answer questions, and independently resolve problems whenever feasible.
• 15% - Coordinate travel arrangements for all department employees as needed. Complete Travel Authorization Requests (TAR), registration at conference and hotels, and reimbursement of all related travel expenses. Maintain records as appropriate.
• 15% - Reconcile multiple P-Cards, as assigned. Maintain working files as reconciliation back-up. Research any inconsistencies or issues associated with charges.
• 15% - Provides routine financial administrative support for the department, including processing and tracking invoices and payments, maintaining supporting documentation, and following up on transaction issues as needed.
• 10% - Provides administrative and operational support for departmental programs and activities, including maintaining records and electronic files, tracking assigned items, updating university and departmental systems, coordinating documentation, and assisting with special projects as assigned.
• 5% - Performs other duties as assigned.

Qualifications

Minimum Qualifications

• 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:
• Two years of direct experience for an associate degree;
• Four years of direct experience for a bachelor’s degree;
• Six years of direct experience for a master’s degree;
• Seven years of direct experience for a professional degree; or
• 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

High School diploma or equivalent, with two years of Corporate Business Office or Private Law Office experience.

Additional Information For Applicants

This position requires a Level I background check.

Hiring salary range: $39,000.00 - $47,000.00, commensurate with experience.

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

About Us

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.