Administrative Specialist, Research Operations

Administrative Specialist

Administrative Specialist performs a wide range of administrative and fiscal duties including preparing statistical reports and spreadsheets, preparing correspondence, reports and presentations, handling information requests, providing purchasing and billing support, and assisting with travel. The successful candidate must be able to multi-task, prioritize tasks, resolve problems and make decisions, develop effective working relationships, and be a motivated self-starter.

Responsibilities

The responsibilities for this position include:

• 20% - Provides confidential administrative and fiscal support to Assistant Director of Finance, including but not limited to assists with finalizing documents, reports, and correspondences; maintains records according to retention policies; inventories and organizes all current contracts and Memoranda of Understandings (MOUs) for Research Integrity & Compliance.
• 25% - Assists with Accounts Receivable for USF Research, including but not limited to prepares Tax Free Alcohol and service fee invoices and interdepartmental transfers for service fees; responses to billing questions; assists with tracking incoming payments and helps ensure accounts are in compliance with financial procedures and policies; and sends bill reminders to clients regarding outstanding accounts.
• 25% - Assists with procurement, researching items and obtaining price quotes, preparing/ initiating requisitions, and receiving purchase orders. This position will be in charge of using PCards and making purchases for the department. Makes travel arrangements for USF Research staff. Prepare and submit travel expenses and reports.
• 15% - Reviews and audits accounting documents such as invoices, requisitions, purchase orders, bills, and other documents for arithmetical accuracy, completeness, and adherence to University policies and procedures, agreements and contractual requirements; verifies totals and availability of funds before processing.
• 10% - Prepares and maintains a variety of statistical reports and records; creates worksheets to track required data; compiles and prepares periodic and special reports. Assists with adjustments and reconciling entries to centralized accounting records; classifies and codes accounting transactions.
• 5% - Performs other duties as assigned.

Qualifications

Minimum Qualifications

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.

Preferred Qualifications

Knowledge of USF policies and procedures and billing processes. Proficiency with Microsoft Office. Experience with USF Business Enterprise Applications (FAST, Finance Mart). Knowledge of good business practices and organizational abilities. Excellent Communications skills, problem solving and decision-making skills and time management.

Additional Information for Applicants

This position requires a Level I background check.

The hiring salary range for this position is: $39,000-$47,000

About Us

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.

4202 E Fowler Ave, Tampa, FL, 33620, US