Administrative Specialist

University of South Florida

Tampa, FL

ID: 7180169
Posted: September 18, 2023
Application Deadline: Open Until Filled

Job Description


The Institute for School-Community Partnerships, Integrative Services, and Child Mental Health and Educational Policy (ISCP), which is part of the College of Education, envisions that all schools in the state of Florida and nationally will have the capacity to provide a safe, effective, and efficient environment to continuously improve the academic, social, and emotional growth of all students and to actively engage families and communities in education. The ISCP's nearly $23 million budget is derived from grants from federal, state, and private sources. It is the mission of the ISCP to implement and evaluate research-based and innovative practices in school and community settings. This is accomplished through (a) training, technical assistance, and support to key partners; (b) community-engaged research and program evaluation to inform key partners' decision making; (c) the development of research and evidence-based documents, tools, and resources to support implementation and evaluation activities; and (d) supporting the infrastructure and capacity of key partners to implement and evaluate federal and state educational policy.


The Administrative Specialist provides a range of services to the fiscal agent and its funders. The Administrative Specialist collaborates with Institute staff to ensure all hiring and travel needs for the grant teams are met promptly. Specific responsibilities include communicating all personnel changes; preparing, typing, and submitting travel requests; maintaining inventory of supplies and equipment; purchasing office supplies for grant employees; completing leave, expenditure, and travel reports; preparing and shipping equipment and supply orders; and supporting Institute HR liaison with hiring, leave, and other responsibilities.


Strong knowledge of Microsoft Office, Excel and Word programs.
Strong verbal and written communication skills.


Reviews, edits, submits, and processes travel requests and expenses reports for travelers. Processes credit card authorizations for hotel stays and rental cars.

Obtains quotes, orders, and tracks delivery of computers, printers, other equipment, and office supplies for grant employees. Prepares and submits (a) requisitions for purchase orders required for equipment and office supplies; (b) contracts for events, services, and products; (c) payment requests.

Maintains equipment and supply databases for grants. Formats spreadsheets and other documents necessary to organize and track ordering and shipping of equipment and supplies.

Prepares and sends leave, expenditure, and travel reports to grant directors.

Supports HR Liaison with hiring processes and paperwork and with auditing leave in GEMS.

Performs other duties as assigned.



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.


Bachelor's degree in related field or business administration, with at least four years of experience in an office, administrative, or purchasing position.