Academic Program Specialist

This position typically reports to the Academic Services Administrator of an academic department, school or college, but may also report to a Department Chair or other academic administrator. This is specialized administrative work in program implementation that is performed under general supervision. The Academic Program Specialist will perform a wide variety of office and clerical duties of medium complexity.

This position may assign work to or supervise student or temporary (OPS) employees. To fulfill the job requirements, employees assigned to this class title must be able to do inquiries, queries and standard reports from university systems such as OASIS, Xitracs, FAIR, Archivum, PowerBI and internal Microsoft Access databases and must be able to produce documents using word processing and spreadsheet software.

This is an onsite position, Monday through Friday 8AM - 5PM. Visa support is not provided with this position. Administrative Support Provide support to the Academic Services Administrator with all day-to-day operations of the department/school. Responsible for all copy of exam materials, class materials, and grading exam scantrons Check department course schedules against schedules in Oasis and flag any discrepancies for academic services administrator.

Update faculty door signs with courses and office hours each semester. Track and initiate purchase of copy paper and other office supplies. Assist with any purchase or travel requests, including professors travelling with students. This can include helping students with travel requests or booking transportation. Assist any candidate or outside guest with travel arrangements and reimbursements.

Assist with planning workshops, retreats and school meetings, including room/venue coordination, catering, and purchasing requirements for these functions. Coordinate and schedule advisory board meetings. Responsible for updating and maintaining any databases utilized by the school. Update department directory Collaborate with the college’s communications and marketing team to update webpages and print materials for the school.

Uploading and updating content on monitors outside school, including calendar updates and faculty slides. Assist with and backup to the Academic Services Administrator in submitting employment requests with supporting documentation Faculty Support Assist with textbook orders and faculty/adjunct requests for desk copies, online access to instructor resources, etc.

Request and save syllabi each semester Remind faculty of grade submission dates and track submissions Request and save updated VITA of all faculty Assist with and backup to the Academic Services Administrator Faculty Searches with administrative Duties Other Duties Perform other administrative and analytical duties supporting the academic mission of the school and college, as needed.

Minimum Education and Experience This position requires a high school diploma or equivalent, with four years of experience in office or administrative positions. Appropriate college coursework or vocational/technical training may substitute at an equivalent rate for the required experience. Degree Equivalency Clause: Four years of direct experience for a bachelor’s degree.

• Senate Bill 1310- The Florida Senate (https://www.flsenate.gov/Session/Bill/2023/1310) is conditional upon meeting all employment eligibility requirements in the U.S.
• SB 1310: Substitution of Work Experience for Postsecondary Education Requirements
• A public employer may include a postsecondary degree as a baseline requirement only as an alternative to the number of years of direct experience required, not to exceed:
• (a) Two years of direct experience for an associate degree;
• (b) Four years of direct experience for a bachelor’s degree;
• (c) Six years of direct experience for a master’s degree;
• (d) Seven years of direct experience for a professional degree; or
• (e) Nine years of direct experience for a doctoral degree
• Related work experience may not substitute for any required licensure, certification, or registration required for the position of employment as established by the public employer and indicated in the advertised description of the position of employment.
• Minimum Qualifications that require a high school diploma are exempt from SB 1310. 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 www.usf.edu .