Administrative Specialist

Position Location: This position is required to be in-person in Tallahassee, FL.

Organizational Unit

The Institute for School-Community Partnerships, Integrated Services, and Child Mental Health and Educational Policy (ISCP), which is part of the College of Education, envisions that all schools in the state of Florida and nationally will have the capacity to provide a safe, effective, and efficient environment to continuously improve the academic, social, and emotional growth of all students and to actively engage families and communities in
education. The ISCP’s nearly $23 million budget is derived from grants from federal, state, and private sources. It is the mission of the ISCP to implement and evaluate research-based and innovative practices in school and community settings. This is accomplished through (a) training, technical assistance, and support to key partners;
(b) community-engaged research and program evaluation to inform key partners’ decision making; (c) the development of research and evidence-based documents, tools, and resources to support implementation and evaluation activities; and (d) supporting the infrastructure and capacity of key partners to implement and evaluate federal and state educational policy.

Position Summary

Assist Federal Educational Programs (BFEP} and LEAs in implementing all aspects of the Title I, Part A program as prescribed in the Every Student Succeeds Act (ESSA}. This position is grant funded.

The University of South Florida is a top-ranked research university serving approximately 50,000 students from across the globe at campuses in Tampa, St. Petersburg and USF Health. In 2025, U.S. News & World Report recognized USF with its highest overall ranking in university history, as a top 50 public university for the seventh consecutive year and as one of the top 15 best values among all public universities in the nation. U.S. News also ranks the USF Health Morsani College of Medicine in the highest tier, placing it as one of the top 16 medical schools in the nation and inside the top 10 among public universities. USF is a member of the Association of American Universities (AAU), a group that includes only the top 3% of universities in the U.S. With an all-time high of $750 million in research funding in 2025 and as a top 20 public university for producing U.S. patents, USF uses innovation to transform lives and shape a better future. The university generates an annual economic impact of nearly $10 billion for the state of Florida. USF’s Division I athletics teams compete in the American Conference. Learn more at .

Special Requirement: This position is required to be in-person in Tallahassee, FL.

Responsibilities

Answer telephone, route and make calls, record messages, answer questions and provide information. Prepare, type and update a wide variety of records, reports, special projects, letters, and documents. Research and prepare technical reports, documents or contracts as directed by supervisor. Perform clerical duties required by activities and functions of the program/project including preparing and sending correspondence, receiving and routing incoming/ongoing mail.

Enter appropriate information into databases according to program and project guidelines. Create and maintain files; handle applications, fiscal and progress reports, forms, grants, records, minutes, guides, manuals and other assigned projects. Maintain calendar for scheduling appointments, use of assigned facilities, interviews, deadlines, arrangements for meetings and program responsibilities, posting staff itineraries as needed. Assist with or perform the duties of bookkeeper as directed. Maintain current information on all applicable policies and procedures; process routine matters within established policies. Prepare documents such as, purchase order requests, project report, and documents under project guidelines and requirements. Assist local and statewide clients, consultants, districts and universities as assigned. Make travel arrangements and prepare itineraries. Attend and take minutes of staff meetings and other meetings as assigned to maintain proper records for communication, documentation and audit purposes. Uses spreadsheet and database programs to prepare charts/graphs, maintain and create databases, conduct basic data analysis. Develop materials for use for presentation, conferences, and workshops. Assist in setting up for conferences and meetings.

Assists with dispensing information from the Tampa Campus on office procedures, financial functions and the operation of equipment. Assists others on the grant with how to use USF modules. Utilize a computer for word processing and other specific programs. Demonstrate knowledge of the operation and programs of the project. Ability to efficiently and effectively manage multiple tasks in stressful situations. Ability to establish and maintain positive working relationships with others. Ability to deal effectively and courteously with the public. Ability to complete assignments with little or no supervision. Ability to maintain confidential records.

Performs other duties as assigned.

NOTE: This position is required to be in-person in Tallahassee, FL.

Minimum Qualifications:

This position requires a high school diploma or equivalent, with at least four years of experience in an office or administrative support position. Additional education may not be substituted for this experience requirement.

Preferred Qualifications:

Additional education may not be substituted for this experience requirement.

Requires: Criminal History Background Check - Level 1

Requires: Criminal History Background Check - Level 2