The College of Arts & Sciences is the largest college on the St. Petersburg campus. It is home to fifteen undergraduate degree programs and four graduate programs unique to the University of South Florida System. The Dean's office oversees thirteen departmental units that are also coordinated with primary departments in CAS Tampa. The Dean’s Office supervises roughly one hundred full time faculty in any given semester and approximately 50 part time faculty in a semester. It oversees roughly $10,000,000.00 in grants in any given year across twenty-five grant programs. The administrative staff manage the educational concerns of approximately 100 graduate students and roughly 2,000 undergraduate students, in addition professional needs of the faculty.
An Administrative Specialist performs higher level office support duties and provides specialized program support for the college. Administrative Specialists perform a wide range of administrative and personal assistant duties including conducting research, preparing statistical reports and spreadsheets, preparing correspondence, reports and presentations, handling information requests, planning conferences and meetings, providing purchasing and payroll support, fulfilling employment administration requirements, making travel arrangements, and maintaining calendars and schedules. This position reports to the Associate Dean.
- Work with CAS leadership and faculty to organize and plan events, in particular guest speakers and campus events. This includes interfacing with other campus departments and auxiliaries for room reservation, food orders, and technical support. Assists the CAS finance group with submitting invoices for these services. Interfaces with BFSS to arrange guest travel.
- Work with Faculty chairs of search committees to coordinate candidate visits to campus. This includes interfacing with BFSS to arrange airfare, lodging, and ground transportation.
- Assists the Associate Dean with programmatic elements of grants held in the CAS St. Petersburg Dean's Office.
- Assists CAS Faculty and Dean's Office staff with maintaining and updating the attractive asset inventory log and managing computer sign-out forms.
- Assist the Graduate/Undergraduate Administrative specialist with their responsibilities when they are on leave, or in need of assistance.
- Manage all admissions to graduate programs, including contacting applicants with missing documentation, and updating applications in Archivum. Submitting weekly reports to Program Directors during active review periods. This period lasts from December through June, roughly 7 months.
- Coordinate all paperwork and ensure proper signatures are obtained for graduate student supervisory committees and thesis defenses. Make public announcements when graduate students present their Oral Defense.
- Assist with student class registration: including contracts assisting with DocuSign for Directed Research, Thesis, Field Work, Independent Study, Drop/Add, Withdrawals and Permits. This work typically covers a 5 week period before and a 2 week period after each semester begins.
- Assist with all field trip paperwork on the graduate and undergraduate level when requested.
- Collect faculty syllabi for 2 weeks each semester and organize by department and semester into BOX folder.
- Performs other duties as assigned.
