Academic Program Specialist

Job Description

This position typically reports to the Academic Services Administrator of an academic department, school or college, but may also report to a Department Chair or other academic administrator. This is specialized administrative work in program implementation that is performed under general supervision. The Academic Program Specialist will perform a wide variety of office and clerical duties of medium complexity. This position may assign work to or supervise student or temporary (OPS) employees.

To fulfill the job requirements, employees assigned to this class title must be able to do inquiries, queries and standard reports from university systems such as OASIS, Xitracs, FAIR, Archivum, Power

BI and internal Microsoft Access databases and must be able to produce documents using word processing and spreadsheet software.

Responsibilities

Administrative Support

• Provide support to the Director and Academic Services Administrator with all day-to-day operations of the department/school
• Responsible for all copies of exam materials, class materials, and grading exam scantrons
• Check department course schedules against schedules in Oasis and flag any discrepancies for academic services administrator
• Update faculty door signs with courses and office hours each semester.
• Track and initiate purchase of copy paper and other office supplies
• Assist with any purchase or travel requests, including current professors, students, visitors or other assigned travel support
• Assist any candidate or outside guest with travel arrangements and reimbursements
• Assist with planning workshops, retreats and school meetings, including room/venue coordination, catering, and purchasing requirements for these functions.
• Coordinate and schedule advisory board meetings
• Coordinate and schedule faculty and industry meetings for Director
• Submit reimbursement requests for Director and for school organized events
• Responsible for updating and maintaining any databases utilized by the school
• Update department directory
• Collaborate with the college's communications and marketing team to update webpages and print materials for the school
• Uploading and updating content on monitors outside school, including calendar updates and faculty slides
• Assist with and backup to the Academic Services Administrator in submitting employment requests with supporting documentation
• Creates informational materials, recruitment brochures, and web site content describing departmental programs

Faculty Support

• Assist with textbook orders and faculty/adjunct requests for desk copies, online access to instructor resources, etc.
• Request and save syllabi each semester
• Remind faculty of grade submission dates and track submissions
• Request and save updated VITA of all faculty
• Assist with and backup to the Academic Services Administrator Faculty Searches with administrative Duties

Other Duties

• Perform other administrative and analytical duties supporting the academic mission of the school and college, as needed.

Qualifications

This position requires a high school diploma or equivalent, with four years of experience in office or administrative positions. Appropriate college coursework or vocational/technical training may substitute at an equivalent rate for the required experience.

Senate Bill 1310
- The Florida Senate (https://(Use the "Apply for this Job" box below).) 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.

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…