Administrative Specialist
Organizational Summary
The USF Psychology Department is home to approximately 3,000 undergraduate and 100 graduate students. Our department also includes 6 administrative staff, 6 academic advisors and over 50 core, affiliated, and emeritus faculty members. We are one of the largest departments in the College of Arts and Sciences.
Position Summary
The Administrative Specialist serves as a central resource for faculty, staff, students, and visitors by coordinating departmental operations, managing specialized administrative processes, supporting recruitment and event initiatives, and ensuring compliance with university policies and procedures. The position requires exceptional organizational skills, attention to detail, discretion, and the ability to manage multiple priorities in a fast-paced academic and clinical environment.
Responsibilities
- Manage the department's SONA research participation system, including participant tracking, study support, and troubleshooting for faculty and students.
- Perform clinic cash reconciliation activities and maintain accurate financial records in accordance with university and departmental procedures.
- Coordinate exam copy production, scanning, and distribution processes while maintaining confidentiality and efficiency.
- Oversee office supply inventory, purchasing, and distribution for departmental operations.
- Coordinate visitor parking pass requests and provide logistical support for guests, candidates, and visitors.
- Plan and coordinate departmental events, meetings, workshops, and special functions, including scheduling, logistics, catering, communications, and on-site support.
- Coordinate travel arrangements and itineraries for faculty candidate recruitment visits, including transportation, lodging, reimbursements, and scheduling.
- Provide administrative support for annual graduate student recruitment activities and events.
- Process vendor payments and assist with procurement-related activities in compliance with university guidelines.
- Manage departmental asset tracking and inventory processes, including: Off-campus property permits, Equipment disposal documentation and coordination, Departmental tagging and inventory updates, Resolution and tracking of unscanned or missing assets
- Coordinate departmental Continuing Education Unit (CEU) administration, including documentation, reporting, participant tracking, and compliance support.
- Supervise and manage Federal Work Study (FWS) student employees, including onboarding, scheduling, training, and task coordination.
- Perform specialized administrative duties required to support departmental operations, exercising independent judgment within established university and departmental guidelines.
- Interpret and apply university policies and procedures to ensure operational compliance and administrative efficiency.
- Maintain effective working relationships with faculty, staff, students, vendors, and external stakeholders.
- Perform other administrative duties as assigned to support the mission and functions of the Department of Psychology.
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