Senior Academic Program Specialist
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- Job Identification 40451
- Job Category Academic
- Posting Date 04/24/2025, 04:42 PM
- Apply Before 05/01/2025, 04:42 PM
- Degree Level High School Graduate
- Locations 140 7th Avenue South, Saint Petersburg, FL, 33701, US (Hybrid)
- Hiring Salary $48000-$50000
- Essential Personnel No
The main function of the Office of Graduate Studies (OGS) is to assist Dean of Graduate Studies of OneUSF and the University at large in successfully supporting all elements of graduate education at USF. The unit collaborates closely with administration, faculty, postdoctoral scholars, students, and staff across the University in order to attain the goals and mission of graduate education set forth by the University. While collaborating on university-wide initiatives (e.g., graduate certificates, ETD, program development,
orientation) the OGS in St. Petersburg concurrently concentrates on areas of strategic emphasis for the university's branch campus in St. Petersburg (i.e. student success and support, week of welcome, etc.). The primary functions for the administrative unit housed in St. Petersburg are to support all graduate education offered by faculty at the St. Petersburg campus, to oversee and manage the
workflow and processes for all graduate certificate programs university-wide and, the planning, development, management and maintenance of Relate-A-Bull, the university's recently-launched graduate student peer mentoring program.
Position Description
The Senior Academic Program Specialist position serves as a liaison for the administrative unit with university administrative officers, faculty, staff and students regarding the interpretation and implementation of university and college policies and procedures. The position collaborates with relevant university offices for acquisition, analysis, and dissemination of academic program statistics for the Office of Graduate Studies and in areas of student support.
Duties require extensive knowledge of university and college policies and procedures. Performs specialized administrative work in support of graduate academic departments offering programs and students attending classes at USF St. Petersburg. Provides administrative coordination for Relate-A-Bull, a university-wide graduate student peer mentoring program, serving as a point of contact to students as the "peer mentor's mentor", prospective students, and faculty. This position will report directly to the Director & Campus Assistant Dean of the Office of Graduate Studies on the USF St. Petersburg campus.
Responsibilities
Assist the OGS Assistant Dean of USF St. Petersburg with the management of Relate-A-Bull, a primary function of the Office of Graduate Studies university-wide. Serves as liaison on behalf of the unit with university administrative offices, faculty, staff and graduate students, in particular, regarding the operation and further development of this program. Serves as the "graduate student peer mentor's mentor" assisting with finding resources, advising Relate-A-Bull mentors on appropriate student responses, etc.
Day to day support of operations include, but are not limited to: maintain Assistant Dean's and unit leave/events calendars, schedule appointments, arrange meetings and conferences and serve as the coordinator of various projects and programs within the office. Schedule and supervise FWS and/or OPS employees. Secure facilities requests, service requests, etc. Assist with collection of budget documentations such as invoices, requisitions, receipts.
At the direction of the Campus Assistant Dean, supports the admissions and completions processes for USF St. Petersburg graduate programs and university-wide graduate certificate programs. Extracts, analyzes and reports data from relational databases, developing appropriate reports and files to meet the information and communication requirements of the unit for student and enrollment data. Fulfills regular daily, weekly, monthly, quarterly, and annual reporting requirements from databases maintained.
Event planning and support. Further development and maintenance of Orient Ed, an interactive student graphic that follows the graduate education life cycle, used in orientation and then linked to the OGS website and shared with new and continuing students (also used in Relate-A-Bull content). Maintaining campus and central unit calendar and organization of event participation to including maintaining inventory of logo items, etc.
Personalized communication and recommendations with USFSP campus graduate students on hold or on probation following the posting of grades each semester. Requires development of forecast GPA calculations to determine plausibility of return to good standing vs. academic dismissal. Monitors course permits, funding and prepares reports on tuition waivers in the college. Contacts staff or students to resolve discrepancies. Supports the admissions and completions processes for USF St. Petersburg graduate programs and university-wide graduate certificate programs.
Performs other duties as assigned.
Minimum Qualifications
This position requires a high school diploma or equivalent, with 5 years of administrative experience (e.g. higher education administrative support, assistant, office manager, etc.). At least one year of experience must involve administrative or program support duties in an academic department or college. Appropriate college coursework or vocational/technical training may substitute at an equivalent rate for the general administrative experience. This educational substitution does not apply to required year of experience in an academic program.
Preferred Qualifications
A bachelor's degree or higher from an accredited institution. Previous experience providing support to an administrator in a higher education environment. Proficiency with the various components of the Microsoft Office 360 applications, including Excel and Teams. Experience with and proficiency in the use of various databases and applications to include BANNER, Canvas, CRM and Power BI.
Special Skills/Training
Proficiency with: OASIS, FAST, GEMS, BANNER, CANVAS, Power BI, Microsoft Office Suite Teams production, Travel, course and program initiation/revision/termination workflows.
The selected candidate must have a current work authorization in the United States. This position is not eligible for Visa Sponsorship.
Please Provide The Following Documents When Completing Your Application
- Curriculum vitae / resume
- A copy of educational transcripts
- Contact information for three references (one must be your current/most recent supervisor).
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 40451
- Job Category Academic
- Posting Date 04/24/2025, 04:42 PM
- Apply Before 05/01/2025, 04:42 PM
- Degree Level High School Graduate
- Locations 140 7th Avenue South, Saint Petersburg, FL, 33701, US (Hybrid)
- Hiring Salary $48000-$50000
- Essential Personnel No
The main function of the Office of Graduate Studies (OGS) is to assist Dean of Graduate Studies of OneUSF and the University at large in successfully supporting all elements of graduate education at USF. The unit collaborates closely with administration, faculty, postdoctoral scholars, students, and staff across the University in order to attain the goals and mission of graduate education set forth by the University. While collaborating on university-wide initiatives (e.g., graduate certificates, ETD, program development,
orientation) the OGS in St. Petersburg concurrently concentrates on areas of strategic emphasis for the university's branch campus in St. Petersburg (i.e. student success and support, week of welcome, etc.). The primary functions for the administrative unit housed in St. Petersburg are to support all graduate education offered by faculty at the St. Petersburg campus, to oversee and manage the
workflow and processes for all graduate certificate programs university-wide and, the planning, development, management and maintenance of Relate-A-Bull, the university's recently-launched graduate student peer mentoring program.
Position Description
The Senior Academic Program Specialist position serves as a liaison for the administrative unit with university administrative officers, faculty, staff and students regarding the interpretation and implementation of university and college policies and procedures. The position collaborates with relevant university offices for acquisition, analysis, and dissemination of academic program statistics for the Office of Graduate Studies and in areas of student support.
Duties require extensive knowledge of university and college policies and procedures. Performs specialized administrative work in support of graduate academic departments offering programs and students attending classes at USF St. Petersburg. Provides administrative coordination for Relate-A-Bull, a university-wide graduate student peer mentoring program, serving as a point of contact to students as the "peer mentor's mentor", prospective students, and faculty. This position will report directly to the Director & Campus Assistant Dean of the Office of Graduate Studies on the USF St. Petersburg campus.
Responsibilities
Assist the OGS Assistant Dean of USF St. Petersburg with the management of Relate-A-Bull, a primary function of the Office of Graduate Studies university-wide. Serves as liaison on behalf of the unit with university administrative offices, faculty, staff and graduate students, in particular, regarding the operation and further development of this program. Serves as the "graduate student peer mentor's mentor" assisting with finding resources, advising Relate-A-Bull mentors on appropriate student responses, etc.
Day to day support of operations include, but are not limited to: maintain Assistant Dean's and unit leave/events calendars, schedule appointments, arrange meetings and conferences and serve as the coordinator of various projects and programs within the office. Schedule and supervise FWS and/or OPS employees. Secure facilities requests, service requests, etc. Assist with collection of budget documentations such as invoices, requisitions, receipts.
At the direction of the Campus Assistant Dean, supports the admissions and completions processes for USF St. Petersburg graduate programs and university-wide graduate certificate programs. Extracts, analyzes and reports data from relational databases, developing appropriate reports and files to meet the information and communication requirements of the unit for student and enrollment data. Fulfills regular daily, weekly, monthly, quarterly, and annual reporting requirements from databases maintained.
Event planning and support. Further development and maintenance of Orient Ed, an interactive student graphic that follows the graduate education life cycle, used in orientation and then linked to the OGS website and shared with new and continuing students (also used in Relate-A-Bull content). Maintaining campus and central unit calendar and organization of event participation to including maintaining inventory of logo items, etc.
Personalized communication and recommendations with USFSP campus graduate students on hold or on probation following the posting of grades each semester. Requires development of forecast GPA calculations to determine plausibility of return to good standing vs. academic dismissal. Monitors course permits, funding and prepares reports on tuition waivers in the college. Contacts staff or students to resolve discrepancies. Supports the admissions and completions processes for USF St. Petersburg graduate programs and university-wide graduate certificate programs.
Performs other duties as assigned.
Minimum Qualifications
This position requires a high school diploma or equivalent, with 5 years of administrative experience (e.g. higher education administrative support, assistant, office manager, etc.). At least one year of experience must involve administrative or program support duties in an academic department or college. Appropriate college coursework or vocational/technical training may substitute at an equivalent rate for the general administrative experience. This educational substitution does not apply to required year of experience in an academic program.
Preferred Qualifications
A bachelor's degree or higher from an accredited institution. Previous experience providing support to an administrator in a higher education environment. Proficiency with the various components of the Microsoft Office 360 applications, including Excel and Teams. Experience with and proficiency in the use of various databases and applications to include BANNER, Canvas, CRM and Power BI.
Special Skills/Training
Proficiency with: OASIS, FAST, GEMS, BANNER, CANVAS, Power BI, Microsoft Office Suite Teams production, Travel, course and program initiation/revision/termination workflows.
The selected candidate must have a current work authorization in the United States. This position is not eligible for Visa Sponsorship.
Please Provide The Following Documents When Completing Your Application
- Curriculum vitae / resume
- A copy of educational transcripts
- Contact information for three references (one must be your current/most recent supervisor).
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.