Academic Services Administrator

Location

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

Organizational

Summary:

The Department of English is one of the largest academic departments in the University. It offers three undergraduate degree programs, two Master’s programs, an MFA program, and two PhD programs. The First Year Composition program serves over 5,500 students per year, running more than 400 course sections each semester with 166 teaching staff. Faculty members are active scholars, researchers, and committed teachers.

The department sponsors an annual award ceremony and hosts speakers at least monthly.

Position Summary:

An Academic Services Administrator is responsible for the administration of a specific academic program, project, service, or function, including academic program planning, implementation, and evaluation. This role performs administrative functions directly related to academic instruction and various essential departmental services.

• Develop the semesterly course schedule for First‑Year Composition, undergraduate, and distance learning courses for TPA, SAR, and STP campuses.
• Coordinate space requirements and classroom logistics to ensure seamless delivery of instruction.
• Anticipate and resolve scheduling problems that may delay students’ registration and enrollment.
• Assist with and coordinate the recruitment of adjunct faculty, VAPIs, faculty, FWS, and Assistant Professors of Instruction.
• Schedule Graduate Assistants, Adjuncts, Assistant Professors of Instruction, Faculty, and other personnel required to meet instructional needs.
• Train new staff on operational processes, software access, and usage.
• Create and manage the departmental informational handbook (points of contact, deadlines, documents) used by staff.
• Write reports and prepare presentations on academic program planning and instructional activity.
• Act as liaison on behalf of the college with university administration, faculty, staff, and students regarding scheduling and course fulfillment policies.
• Manage departmental technological needs, including TEAMS oversight and troubleshooting.
• Provide training materials for faculty, graduate assistants, and adjuncts on computer‑based programs.
• Serve on Visiting Assistant Professor of Instruction, Assistant Professor of Instruction, and Faculty hiring committees.
• Enter scheduling assignments for all undergraduate courses into Banner.
• Manage course assignment changes in Banner based on student needs.
• Disseminate course assignment notices to all undergraduate instructors and professors.
• Prepare budgetary reports, track expenditures, and support purchasing requirements.
• Initiate BFSS requests (travel, maintenance contracts, honorariums, software), confirm budgets, track payments, and ensure compliance with expense practices.
• Provide grant proposal resources and assist with fund establishment paperwork.
• Oversee USFWrites funds, prepare budget transfers, and reconcile the USFWrites account.
• Review and confirm biweekly workforce for payroll purposes.
• Collaborate with staff in peer mentoring and cross‑training.
• Prepare and submit payroll distribution spreadsheets.
• Create Qualtrics surveys (annual activity, T&P, scheduling) and provide statistical results to the department chair and assistant chair.
• Analyze quantitative and qualitative data to produce reports for internal and external use.
• Perform specialized administrative duties for the First Year Composition Program.
• Coordinate logistical support for faculty meetings, seminars, and department events.
• Schedule maintenance and repairs for department facilities.
• Supply the department with required supplies.
• Perform other duties as assigned by the department.

Minimum Qualifications:

This position requires a Master’s degree in education or a related field, or a Bachelor’s degree in those same fields with a minimum of two years of experience. For a bachelor’s degree, four years of direct experience may be considered equivalent.

Degree Equivalency Clause:

• Four years of direct experience for a bachelor’s degree.
• Senate Bill 1310:
  The Florida Senate is conditional upon meeting all employment eligibility requirements in the U.S.; the bill allows substitution of…