Executive Administrative Spec.

University of South Florida in; Tampa (FL); On-site; USD 44,000 - 55,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Life insurance

Retirement plan options

Tuition programs

Job summary

University of South Florida is seeking an Executive Administrative Specialist (Finance) to act as the liaison across VP Research divisions, colleges, departments, sponsors, and external partners. The role supports the Research Foundation Board and committees, coordinates meetings, and maintains minutes while ensuring Sunshine Law compliance.

Responsibilities include event coordination at USF Research Park, supervision of student workers, back-up receptionist duties, and handling specialized

Qualifications

• High school diploma or equivalent required with strong administrative experience.
• Experience coordinating with multiple offices and stakeholders.
• Ability to handle confidential information with discretion.

Responsibilities

• Respond to inquiries to the Research Foundation office.
• Serve as liaison with USF offices, sponsors, and external stakeholders.
• Plan and schedule meetings, prepare agendas and minutes, ensure Sunshine Law compliance.
• Coordinate events at USF Research Park, manage space use and AV needs.
• Supervise student workers and back-up receptionist duties as needed.
• Perform specialized administrative tasks for executive support.

Skills

Administrative support

Liaison/communication

Attention to detail

MS Office

Education

High school diploma or equivalent

Tools

MS Office

Job description

Executive Administrative Spec. (Finance)

The incumbent serves as the liaison with the divisions under the Vice President for Research and other administrative staff in Executive Offices, colleges, and departments, as well as sponsoring and government agencies, the University Board of Trustees (with prior approval), and leaders of business and industry. This position demands the utmost in professionalism and integrity as well as a commitment to the USF mission and values.

Minimum Qualifications

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.

Additional Information for Applicants

This position requires a Level I background check.

Hiring salary for this position is: $43,888 - $54,953

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.

Primary responsibilities for this position include:

Respond to inquiries made to the Research Foundation office. Serve as a liaison with other USF offices, managing the flow of communication. Explain policies, answer questions, and independently resolve problems whenever feasible.

Serve as administrative support for Research Foundation Board of Directors and its committees and workgroups. Plan and schedule meetings, create agendas and meeting materials, maintain minutes, and communicate to members of the group. Ensure compliance with Sunshine Law.

Serve as primary liaison with internal and external constituencies on all matters relating to events held in or hosted by the USF Research Park. Oversees and coordinates all amenities and accommodations related to events including space use agreements, facilities, room set up, AV and personnel needed.

Oversee and coordinate the activities of student employees to include recruitment, training, scheduling, work allocation and problem resolution; employ motivational techniques to achieve peak productivity and performance.

Serve as back-up receptionist when needed; meet, screen and route visitors.

Perform specialized administrative duties required to support the specific responsibilities of the executive, using discretion to make judgments based on operating guidelines.

Perform other administrative duties as required to support to support the mission and function of the Research Foundation.