Administrative Specialist, Research Operations

This position performs higher-level office support and provides administrative support for the Office of the Senior Vice President in USF Research. This position serves as the Concierge, managing the Front Office staff and ensuring high-level services for faculty, staff, students, and external visitors. The administrative specialist performs a wide range of administrative duties, including providing travel support, processing purchasing and reimbursement requests, managing front desk operations, and assists with organizing and executing office-sponsored events.The duties and responsibilities for this position include:1. Serves as the P-Card reconciler for Research VP Office and Sponsored Programs and backup reconciler for other Research Departments: Reviews receipts, supporting documentation, and transactions for accuracy and compliance with university fiscal and purchasing policies. (20%)2. Processes purchasing and reimbursement requests for the office and affiliated departments. Creates requisitions and receives invoices in Bull Marketplace. Monitors transactions for completeness, appropriate approvals, and compliance with applicable policies and procedures. (15%)3. Processes travel authorizations and expense reports for VP Research Office and Sponsored Programs staff. Assists staff with travel planning, logistics, and reimbursement processes. Provide guidance regarding travel procedures, required documentation, and reimbursement processes. (20%)4. Coordinates daily front desk operations and provides direction and supervision to the Receptionist. Coordinates office supplies, inventory, ordering, and distribution. Coordinates vehicle scheduling, maintenance coordination, and related administrative records. Serve as a central administrative resource for routine office procedures and operational needs. (20%)5. Assists with organizing and executing office-sponsored events such as research symposia, conferences, bootcamps, and informational sessions. Collaborates with the Research team and USFRI Events team to support event planning, logistics, and successful implementation. Assists with catering, technology support and materials preparation coordination (10%)6. Coordinates onboarding new employees, including preparing materials, coordinating technology access, and orienting staff to departmental procedures. Assist with orientation to departmental procedures, resources, and expectations. (10%)7. Performs other duties as assigned (5%)Minimum QualificationsThis 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.• 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:(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 Qualifications One or more years experience in a high-level administrative office. Excellent verbal and written communication skills. Experience and knowledge of MS Office and USF Systems.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.