Administrative Specialist

The School of Music Administrative Specialist performs higher level office support duties and provides specialized program support for the School of Music. The  Administrative Specialist performs a wide range of administrative duties including, but not limited to, handling information requests, assisting with camps, conferences and meetings, providing purchasing and payroll support, fulfilling employment administration requirements, making travel arrangements, update and maintain digital and online materials, websites, and social media, and maintaining calendars and schedules.

• Respond to and initiate inquiries (questions regarding purchasing, personnel, facilities, administration, specialized programs, etc.) Explain policies, answer questions, and independently resolve problems whenever feasible.
• Support purchasing for the School of Music, which will include researching items and obtaining price quotes, entering information into university systems, receiving purchase orders, and maintaining P-Card information as required.
• Support human resource processes as necessary, including assistance in hiring and supervision of Federal Work Study students.
• Arrange and coordinate travel and travel reimbursement for students, faculty and staff.
• Perform specialized administrative duties required to support the School of Music using systems such as Oracle HR, Archivum, Microsoft Office 365, Box and Teams, Bull Marketplace, PowerBI, Adobe Acrobat Pro, Touchnet, Omni CMS, X20, DocuSign, Facilities Work Orders, JotForm, eDisclose, Banner, and BullsConnect. (Note: previous experience with these systems is preferred, but not required)
• Support event organizers with music camps, festivals and conferences. Duties include, but are not limited to hiring, food service, facilities, background checks and coordination of volunteers. 
• Compile and maintain information that may require researching, gathering, and updating data and records.
• Assist with the creation of, and update and maintain, digital and print materials, including School of Music webpages and flyers, social media, the School of Music newsletter, and digital signage in the School of Music building.
• Perform other administrative duties as required to support the mission and function of the School of Music.

• 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 (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.

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.