Administrative Specialist

Senior Associate Dean For Academic And Student Affairs

The College of Public Health is one of four colleges within USF Health. The Office of the Academic and Student Affairs provides college wide leadership and coordination for the academic and student affairs portfolio, including curriculum planning and oversight, academic program support, student recruitment and admissions coordination, advising and student success, applied practice experiences, doctoral and graduate student support, undergraduate education, academic integrity, educational technology and academic support, assessment and data-informed continuous quality improvement, workforce and lifelong learning initiatives, and CEPH accreditation readiness.

In these capacities, the Senior Associate Dean for Academic and Student Affairs works closely with the Dean, faculty, department chairs, program directors, staff, students, and university partners to advance the College's academic mission and student-centered priorities. As a centralized academic and student affairs office, it provides support across degree programs, certificates, academic services, and college wide initiatives that affect students, faculty, staff, and external partners.

Academic and Student Affairs Administration:

Serve as a professional point of contact for the Office of Academic and Student Affairs and assist faculty, staff, students, and visitors with inquiries, routing, and problem resolution whenever feasible. Provide administrative support for the Senior Associate Dean for Academic and Student Affairs, including preparation of correspondence, forms, reports, agendas, presentations, spreadsheets, meeting materials, and other documents. Support college wide academic processes and initiatives related to curriculum, accreditation readiness, student support, recruitment and admissions coordination, academic services, assessment, educational technology, lifelong learning, and other academic affairs priorities.

Maintain confidentiality and exercise sound judgement when handling sensitive student, faculty, staff, and program information. Serve as a liaison with internal college units, USF Health, university offices, and external partners on behalf of the Senior Associate Dean and/or Dean.

Accreditation, Assessment, and CQI Documentation Support:

Maintain evidence files, meeting minutes, follow-up trackers, annual reporting materials, documentation logs, and related records that support accreditation readiness, assessment, and continuous quality improvement. Assist with organizing materials for CEPH reporting, annual assessment processes, program review, academic planning, and college wide CQI activities. Track documentation requests, deadlines, and follow-up items to support timely and accurate reporting across the academic and student affairs portfolio.

Calendar Management:

Independently manage the calendar for the Senior Associate Dean for Academic and Student Affairs and key academic and student affairs team members as needed. Plan, prioritize, and schedule meetings with deans, faculty, staff, students, senior administrators within COPH, USF Health, and across the University, as well as outside parties as needed. Coordinate calendars in Microsoft Outlook and collaborate with other office administrative assistants, which may involve changing variables, tight timelines, competing priorities, and varying degrees of pressure to achieve objectives.

Reserve meeting spaces through the 25

Live system. Prepare information, documents, agendas, and meeting space for meetings. Respond to scheduling inquiries on behalf of the Senior Associate Dean in a timely manner and with good judgement, while effectively prioritizing sensitive academic, student, accreditation, and college wide matters. Coordinate food and beverage catering when needed for meetings.

Meeting Coordination, Minutes, and Follow-Up:

Coordinate meetings and administrative processes for concentration leads and related academic program groups. Schedule meetings, reserve rooms or create virtual meeting links, prepare and distribute agendas and materials, record minutes, track attendance as needed, maintain organized records of discussions, decisions, recommendations, and supporting materials to assist with curriculum planning, academic program coordination, accreditation documentation, assessment, and continuous quality improvement.

Travel and P-Card Management:

Coordinate and arrange travel and travel reimbursement for the Senior Associate Dean for Academic and Student Affairs and designated academic and student affairs team members, as assigned. Maintain documentation of travel expenditures. Manage a P-card for approved travel expenditures, meeting expenses, event needs, and miscellaneous purchases in support of the Office of Academic and Student Affairs and Dean's Office activities, consistent with university policies and procedures.

Events and Special Projects:

Assist with the coordination, preparation, and follow-through for…