Administrative Specialist

The Administrative Specialist provides comprehensive administrative support to the Director of Parking and Transportation Services (PATS) and assists PATS Assistant Directors and Managers. This role supports daily operations by coordinating, documenting, and handling customer correspondence, including late-payment communications.

Administrative and Office Support

• Manage the Director’s calendar and update it to accommodate schedule changes.
• Manage all processes related to obtaining the Director’s signature.
• Manages travel arrangements for PATS employees.
• Provide administrative support to the PATS leadership team, including document preparation, data entry, filing, and record retention.
• Maintain organized electronic and physical files.
• Assist with scheduling meetings, preparing agendas, taking notes, and coordinating logistics for departmental and cross-functional meetings.
• Manage the reservation system and calendar for the PSB Conference room and the PTB Training room.
• Prepare welcome packet for new employees.
• Support special projects and operational initiatives assigned.
• Maintain department logs for contracts, agreements, and subscriptions, and active employees.

 

Customer | Vendor Correspondence & Communication

• Serve as a point of contact for students, faculty, staff, and vendors via email, phone, and in person.
• Draft, review, and send clear correspondence in response to customer inquiries, requests, and concerns.
• Acknowledge customer inquiries promptly to ensure they are routed to the appropriate unit for resolution.
• Track customer correspondence to ensure timely resolution and proper documentation.
• Maintain a courteous, professional, and service-oriented tone in all communications.
• Working with the Assistant Director of Finance helps with receivable tracking and follow-up correspondence.

 

Coordination & Support

• Coordinate with internal teams to gather information needed to respond to customer requests.
• Assist with the coordination and submission of general correspondence and time-sensitive documents to Auxiliary Enterprises, other USF departments, and external agencies
• Assist with onboarding materials, training documentation, and departmental communications.
• Coordinate and order office and miscellaneous supplies.

 

Data Management & Reporting

• Enter and maintain accurate data in departmental systems.
• Assist with tracking requests, deadlines, and follow-up actions.
• Generate basic reports or summaries as needed to support the Division’s operations.

Minimum Qualifications: This position requires a high school diploma or equivalent, with four or more years of
experience in an office or administrative support position. Additional education may not be substituted for this
experience requirement. Testing may be required to assess competency on word processing software.

Working at USF

With approximately 16,000 employees, the University of South Florida is one of the largest employers in the Tampa Bay area. We are dedicated to cultivating a talented, engaged and driven workforce that strives to be bold. Employees excel in USF‘s rich academic environment, which fosters their development and advancement. In 2025, Forbes recognized USF as one of Florida’s best large employers, ranked No. 1 among the state’s 12 public universities. Our first-class benefits package includes medical, dental and life insurance plans, retirement plan options, employee and dependent tuition programs, generous leave, and hundreds of employee perks and discounts.

About USF 

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, Sarasota-Manatee and USF Health. USF is recognized by U.S. News & World Report as a top 50 public university and the best value in Florida. U.S. News also ranks the USF Health Morsani College of Medicine as the No. 1 medical school in Florida and in the highest tier nationwide. 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 $738 million in research funding in 2024 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 more than $6 billion. USF’s Division I athletics teams compete in the American Athletic Conference. Learn more at www.usf.edu.

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