Administrative Specialist

Dept Number/Name: 0-0603-000 / University Advancement
College Division: Univ Advnc-Univ Advancement
Salary Plan: Staff
Job Code/Title: 2204 / Administrative Specialist
Hiring Salary/Salary Range: $40,000 - $50,000
Position Number: 00043221

ORGANIZATIONAL SUMMARY:
The Division of University Advancement supports the University's vision and goals by generating and enhancing resources and providing sound investment opportuinities to the University's stakeholders; and builds, strengthens and stewards relationships with alumni, donors and friends of USF. The USF Foundation is a direct support, not-for-profit corporation serving as the legal conduit for the solicitation, acceptance, investment and distribution for all private gifts made to the University of South Florida.

POSITION SUMMARY:
To perform a variety of office and administrative duties to facilitate the operations and mission of the Advancement Executive Office. Provide skilled support in assisting Executive Office Staff to maximize effectiveness in daily operational functions and duties. Handle, prepare and maintain documents, communications, reports and files containing confidential, sensitive or proprietary information, serve as suite receptionist. Responsible for office supply orders, financial processing support, and other duties as assigned.

RESPONSIBILITIES:

Serve as a receptionist to Advancement Executive Office providing information, assistance, and services to clients contacting the office, answering inquiries independently in person, by phone, or in electronic or paper correspondence. Responds to routine inquiries regarding policies and procedures.

Provides support to Office Administrator/Foundation Board Coordinator and Executive Administrative Specialist by preparing and initiating check requests, mileage reports, credit card tracking reports, budget spreadsheets, and assisting with preparing Foundation Board materials, meetings, and activities.

Performs specialized project support duties of a clerical or administrative nature specific to the subject matter of the department or program. These duties may include entering data and running reports on databases, organizing schedules and meetings, and maintaining forms, files and other records.

Composes, types, and distributes meeting notes, correspondence, forms and reports of a moderate complexity. Produces documents requiring intermediate knowledge of work processing software, and basic knowledge of spreadsheet and presentation software.

Operates office equipment, including copiers, scanners and printers to meet document preparation and production requirements. Orders supplies for the Executive Office and Foundation Board of Directors as needed.

Performs other duties as assigned.

POSITION QUALIFICATIONS:

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