The Administrative Specialist in the College of Public Health Dean's Office will report to and provide administrative support and assistance to the Vice Dean for Finance & Operations and the Associate Dean for Faculty Affairs and Development. The position additionally supports their key administrative teams in all aspects of their collegewide responsibilities. This position requires confidentiality, Microsoft Suite skills and experience, a teamwork mindset and good judgement. The incumbent must possess the confidence required to exercise sound judgement in making decisions and the personal skills necessary for effective communication throughout the college, university and community on behalf of the Vice Dean/Associate Dean and/or Dean. The incumbent will serve as the first point of contact in the Dean's Office Suite and as a resource for COPH faculty, staff and students, providing excellent and person-centered customer service. The incumbent will take a leadership role in coordinating various events, special projects, and programs coordinated through the Vice Dean/Associate Dean and/or the Dean's office.

35% Dean's Office Administration: Serve as the first impression and point of contact in the Dean's office. Manage the front office and direct visitors accordingly. Respond to inquiries in the Dean's office, answer questions, and independently resolve problems whenever feasible or direct to appropriate resources. Serve as a liaison with USF Health Vice President's office as well as other administrative offices on the three campuses on behalf of the Vice Deans and/or Dean. Prepare correspondence, forms, and other related documents for the Vice Dean/Associate Dean and/or Dean. Assist in preparation of internal processes, PowerPoint presentations, Excel spreadsheets and other materials as needed. Receives, reviews and disperses mail addressed to the Dean's office. Maintain appearance/neatness of Dean's front office area and the Greg Alexander Conference Room.

25% Calendar Management: Independently manage the calendars for the Vice Dean for Finance & Operations & Associate Dean for Faculty Affairs and Development, as well as the Dean's along with and in the absence of the Dean's Executive Assistant. Plan, prioritize, and schedule meetings with deans, faculty, staff, senior administrators within COPH, USF Health, and across the University; as well as outside parties as needed. Coordination of calendars in MS Outlook and collaboration with other office administrative assistants, which may involve challenging negotiations, changing variables, tight timelines, and varying degrees of pressure to achieve objectives. Reserve meeting spaces through the 25Live system. Prepare information, documents and/or meeting space for the meetings. Respond to all scheduling inquiries on behalf of the Vice Dean/Associate Dean in a timely manner and with good judgment, while effectively prioritizing sensitive matters and meetings. Coordinate food and beverage catering when needed for meetings.

15% Travel and P-Card Management: Coordinate and arrange all aspects of travel and travel reimbursement for the Vice Dean for Finance & Operations & Associate Dean for Faculty Affairs and Development. Maintain documentation of all travel expenditures. Manage a P-card for travel expenditures and miscellaneous purchases on behalf of the Dean’s Office.

15% Travel and P-Card Management: Coordinate and arrange all aspects of travel and travel reimbursement for the Vice Dean for Finance & Operations & Associate Dean for Faculty Affairs and Development. Maintain documentation of all travel expenditures. Manage a P-card for travel expenditures and miscellaneous purchases on behalf of the Dean’s Office.

10% Events: Manages all aspects of coordination, preparation and follow-through of events for the Dean and the College as needed. Including, but not limited to, arranging catering, space and set-up reservations, decor set-up, guest parking permits, cleanup, etc. There will be one local offsite event annually.

10% Miscellaneous duties: Review and approve/decline reservation requests in the 25Live system for the CPH 1003 Greg Alexander Conference room per room guidelines. Perform general office duties including, but not limited to, photocopying, filing, scanning documents, ordering visitor parking permits, 2-hour departmental permits and maintaining logs for same. Ordering special event parking permits for COPH Advisory Council Meetings and other special meetings/events. Coordinates reserved parking spaces for special guests of the Dean’s Office. Maintains office supplies for the Dean’s office, coordinates and places supply orders as requested through the BOSS team. Perform other administrative tasks and projects as required to support the mission, vision and strategic goals of the College of Public Health.

5% Performs other duties as assigned

Minimum

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 ( 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

5 years of progressive administrative experience

The Administrative Specialist in the College of Public Health Dean's Office will report to and provide administrative support and assistance to the Vice Dean for Finance & Operations and the Associate Dean for Faculty Affairs and Development. The position additionally supports their key administrative teams in all aspects of their collegewide responsibilities. This position requires confidentiality, Microsoft Suite skills and experience, a teamwork mindset and good judgement. The incumbent must possess the confidence required to exercise sound judgement in making decisions and the personal skills necessary for effective communication throughout the college, university and community on behalf of the Vice Dean/ Associate Dean and/or Dean. The incumbent will serve as the first point of contact in the Dean's Office Suite and as a resource for COPH faculty, staff and students, providing excellent and person-centered customer service. The incumbent will take a leadership role in coordinating various events, special projects, and programs coordinated through the Vice Dean/ Associate Dean and/or the Dean's office. 35% Dean's Office Administration: Serve as the first impression and point of contact in the Dean's office. Manage the front office and direct visitors accordingly. Respond to inquiries in the Dean's office, answer questions, and independently resolve problems whenever feasible or direct to appropriate resources. Serve as a liaison with USF Health Vice President's office as well as other administrative offices on the three campuses on behalf of the Vice Deans and/or Dean. Prepare correspondence, forms, and other related documents for the Vice Dean/ Associate Dean and/or Dean. Assist in preparation of internal processes, PowerPoint presentations, Excel spreadsheets and other materials as needed. Receives, reviews and disperses mail addressed to the Dean's office. Maintain appearance/neatness of Dean's front office area and the Greg Alexander Conference Room. 25% Calendar Management: Independently manage the calendars for the Vice Dean for Finance & Operations & Associate Dean for Faculty Affairs and Development, as well as the Dean's along with and in the absence of the Dean's Executive Assistant. Plan, prioritize, and schedule meetings with deans, faculty, staff, senior administrators within COPH, USF Health, and across the University; as well as outside parties as needed. Coordination of calendars in MS Outlook and collaboration with other office administrative assistants, which may involve challenging negotiations, changing variables, tight timelines, and varying degrees of pressure to achieve objectives. Reserve meeting spaces through the 25 Live system. Prepare information, documents and/or meeting space for the meetings. Respond to all scheduling inquiries on behalf of the Vice Dean/ Associate Dean in a timely manner and with good judgment, while effectively prioritizing sensitive matters and meetings. Coordinate food and beverage catering when needed for meetings. 15% Travel and P-Card Management: Coordinate and arrange all aspects of travel and travel reimbursement for the Vice Dean for Finance & Operations & Associate Dean for Faculty Affairs and Development. Maintain documentation of all travel expenditures. Manage a P-card for travel expenditures and miscellaneous purchases on behalf of the Dean’s Office. 15% Travel and P-Card Management: Coordinate and arrange all aspects of travel and travel reimbursement for the Vice Dean for Finance & Operations & Associate Dean for Faculty Affairs and Development. Maintain documentation of all travel expenditures. Manage a P-card for travel expenditures and miscellaneous purchases on behalf of the Dean’s Office. 10% Events: Manages all aspects of coordination, preparation and follow-through of events for the Dean and the College as needed. Including, but not limited to, arranging catering, space and set-up reservations, decor set-up, guest parking permits, cleanup, etc. There will be one local offsite event annually. 10% Miscellaneous duties: Review and approve/decline reservation requests in the 25 Live system for the CPH 1003 Greg Alexander Conference room per room guidelines. Perform general office duties including, but not limited to, photocopying, filing, scanning documents, ordering visitor parking permits, 2-hour departmental permits and maintaining logs for same. Ordering special event parking permits for COPH Advisory Council Meetings and other special meetings/events. Coordinates reserved parking spaces for special guests of the Dean’s Office. Maintains office supplies for the Dean’s office, coordinates and places supply orders as requested through the BOSS team. Perform other administrative tasks and projects as required to support the mission, vision and strategic goals of the College of Public Health. 5% Performs other duties as assigned. Minimum. 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 ( 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 5 years of progressive administrative experience

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