Executive Administrative Specialist

• Job Identification 40452
• Job Category Admin Support
• Posting Date 04/24/2025, 05:05 PM
• Apply Before 05/08/2025, 05:05 PM
• Degree Level High School Graduate
• Locations 8350 N. Tamiami Trail, Sarasota, FL, 34243, US
• Hiring Salary Commensurate with experience
• Essential Personnel No
  
  

Provides administrative support for the Associate Vice President and Advancement office ensuring confidentiality of sensitive information/data. Duties include managing the calendar of the AVP and department, scheduling meetings, coordinating and disseminating documents for meetings, etc. Acts as the primary contact for the AVP and Advancement office, including greeting donors and prospects, overseeing the return of phone calls, providing answers to donors, prospects, deans, and faculty interfacing with development and alumni relations. Serves as the liaison with other USFSM offices and manages the communication flow of the Advancement and Alumni Relations office with other parts of USFSM and other campuses within the USF system.

Manages scheduling of meetings internally and externally for the AVP and Advancement and alumni relations department. This includes, confirming meetings with donors, prospects, volunteers, staff, companies, and the Chancellor's office; coordinating all meeting details, including space, technology, handouts, travel, set up, take down, food, drinks, gifts, etc.; taking minutes and distributing as appropriate; following up with necessary documents, information, etc. to donors and prospects as directed by the RVC, Development Directors, Advancement Services Coordinator, or the Business and Innovation Officer.

Maintains database for donors, prospects, volunteers, alumni and event data. Responsibilities include data entry, updates to contact reports, changes in prospect/donor information, generates contact reports and donor profiles, and ensures stewardship reports are up to date and distributed to appropriate parties. Provides foundation reports as requested.

Performs other duties as assigned.

This position requires a high school diploma or equivalent, with at least six years of experience in an office or administrative support position. Post-secondary education may be substituted on a year for year basis for up to a maximum of 2 years of experience.

The University of South Florida is a high-impact global research university dedicated to student success. Over the past 10 years, no other public university in the country has risen faster in U.S. News and World Report's national university rankings than USF. Serving more than 50,000 students on campuses in Tampa, St. Petersburg and Sarasota-Manatee, USF is designated as a Preeminent State Research University by the Florida Board of Governors, placing it in the most elite category among the state's 12 public universities. USF is a member of the American Athletic Conference.

Working at USF

With more than 16,000 employees at USF, the University of South Florida is one of the largest employers in the Tampa Bay region. At USF you will find opportunities to excel in a rich academic environment that fosters the development and advancement of our employees. We believe in creating a talented, engaged and driven workforce through on-going development and career opportunities. We also offer a first class benefit package that includes medical, dental and life insurance plans, retirement plan options, tuition program and generous leave programs and more.

To learn more about working at USF please visit: Work Here. Learn Here. Grow Here.

• Job Identification 40452
• Job Category Admin Support
• Posting Date 04/24/2025, 05:05 PM
• Apply Before 05/08/2025, 05:05 PM
• Degree Level High School Graduate
• Locations 8350 N. Tamiami Trail, Sarasota, FL, 34243, US
• Hiring Salary Commensurate with experience
• Essential Personnel No
  
  

Provides administrative support for the Associate Vice President and Advancement office ensuring confidentiality of sensitive information/data. Duties include managing the calendar of the AVP and department, scheduling meetings, coordinating and disseminating documents for meetings, etc. Acts as the primary contact for the AVP and Advancement office, including greeting donors and prospects, overseeing the return of phone calls, providing answers to donors, prospects, deans, and faculty interfacing with development and alumni relations. Serves as the liaison with other USFSM offices and manages the communication flow of the Advancement and Alumni Relations office with other parts of USFSM and other campuses within the USF system.

Manages scheduling of meetings internally and externally for the AVP and Advancement and alumni relations department. This includes, confirming meetings with donors, prospects, volunteers, staff, companies, and the Chancellor's office; coordinating all meeting details, including space, technology, handouts, travel, set up, take down, food, drinks, gifts, etc.; taking minutes and distributing as appropriate; following up with necessary documents, information, etc. to donors and prospects as directed by the RVC, Development Directors, Advancement Services Coordinator, or the Business and Innovation Officer.

Maintains database for donors, prospects, volunteers, alumni and event data. Responsibilities include data entry, updates to contact reports, changes in prospect/donor information, generates contact reports and donor profiles, and ensures stewardship reports are up to date and distributed to appropriate parties. Provides foundation reports as requested.

Performs other duties as assigned.

This position requires a high school diploma or equivalent, with at least six years of experience in an office or administrative support position. Post-secondary education may be substituted on a year for year basis for up to a maximum of 2 years of experience.

The University of South Florida is a high-impact global research university dedicated to student success. Over the past 10 years, no other public university in the country has risen faster in U.S. News and World Report's national university rankings than USF. Serving more than 50,000 students on campuses in Tampa, St. Petersburg and Sarasota-Manatee, USF is designated as a Preeminent State Research University by the Florida Board of Governors, placing it in the most elite category among the state's 12 public universities. USF is a member of the American Athletic Conference.

Working at USF

With more than 16,000 employees at USF, the University of South Florida is one of the largest employers in the Tampa Bay region. At USF you will find opportunities to excel in a rich academic environment that fosters the development and advancement of our employees. We believe in creating a talented, engaged and driven workforce through on-going development and career opportunities. We also offer a first class benefit package that includes medical, dental and life insurance plans, retirement plan options, tuition program and generous leave programs and more.

To learn more about working at USF please visit: Work Here. Learn Here. Grow Here.