Dept Number/Name: 0-0477-000 / Career Services
Salary Plan: Staff
Job Code/Title: 2204 / Administrative Specialist
Position Number: 00005423
ORGANIZATIONAL SUMMARY:
The Center for Career & Professional Development at the University of South Florida (Tampa campus), reporting to the Division of Student Success, is the university's centralized career planning and employment assistance service for students and graduates. Programs offered by the CCPD are designed to help students and graduates assess, explore, develop, and implement their career goals, gain employability skills and career-related experiences, prepare for a successful transition into graduate/professional school or the labor market, and connect with employers to obtain part-time jobs, internships, cooperative education, and professional employment.
POSITION SUMMARY:
The ideal candidate will report directly to the Director of Industry to Campus Connections, while also supporting 2 other team members. The primary role this individual will play is providing support to the Industry to Campus Connections team in various capacities. This role works closely with the Center for Career & Professional Development team and across the University, employers, and alumni partners.
RESPONSIBILITIES:
This position will be responsible for managing the team's general inbox, updating response templates and checking the inbox daily. Maintain our library of communications and templates. Draft communications to employers not currently in existence and leverage/update existing communications on an ongoing basis as needed (examples include but not limited to logistics and parking details, event reminders, speaker briefing notes, etc.). To answer in-person, telephone or email inquiries for the Industry Connections team and respond appropriately.
Become extremely proficient in Handshake (our event system) to assist employers as necessary. Maintain all information in comprehensive project planning and Employer Database tool to ensure real time and efficient communication across the team. Keep the Employer/Industry Connections website updated with new information, videos, blogs, articles, company logos, etc.
Partner closely with the Operations and Marketing team to execute events and assist with planning efforts, as needed. Serve as a greeter/host when employers are on campus conducting in-person interviews in our suite (along with one other team member based on capacity and volume).Make room reservations in partnership with our Events Coordinator, determining ideal location options based on events. Manage reservations of On-Campus Interview suites.
Assist with special reports and projects. Generate excel reports, letters and other materials, utilizing the appropriate office software application(s). Create and manipulate queries within the college's enterprise software system such as class rosters, employer lists, USF employment data and other key information required for the team. Develop system, process, tracking mechanism for collecting survey data from both students and employers and as needed, create presentations based on findings to share with team. Generate and manipulate reports as needed.
Begin creating comprehensive handbook for Industry to Campus Connections team. Create a working group of team members from other verticals to create uniform and consistent handbook for each group and ultimately, working group to create handbook for entire Center for Career & Professional Development team. Assist in preparation of advisory committee and other meeting agendas, including necessary support materials; take and transcribe minutes of meetings; track actions and outcomes of meetings to ensure that proper follow up is completed, and that formal action is taken. Draft, recommend and implement new processes and forms.
Performs other duties as assigned.
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. Appropriate college coursework or vocational/technical training may substitute at an equivalent rate for the required experience.
FLSB1310 Equivalency:
4 years of directly relevant experience may be substituted for bachelor's degree.
6 years of directly relevant experience may be substituted for master's degree.
PREFERRED QUALIFICATIONS:
Recent USF graduate strongly preferred.
SPECIAL SKILLS/TRAINING:
Microsoft Office Suite, Handshake