Administrative Specialist Civil & Environmental Eng

Organizational Unit

TheCollegeofEngineering(COE)servesover6000studentsandoffersundergraduateandgraduatedegreesin 12 programs. The COE seeks to profoundly shape and impact lives through the steadfast pursuit of world-class engineering research education and innovation. We aspire to be at the forefront of engineering research and education cultivating knowledgeable passionate engineers who are dedicated to need based solutions-oriented engineering. We share a culture of excellence characterized by an emphasis on students research innovation partnership inclusivity agility and the future. This position is a critical frontline position for the Civil & Environmental Engineering Department which offers undergraduate and graduate degrees with specializations in Geotechnical Structures Materials Transportation Water Resources and Environmental Engineering. The department has 28 faculty members offers B.S. M.S. and Ph.D. degrees and educates an approximate student population of 700 undergraduates 52 masters and 40 doctoral students.

Position Summary

The Civil & Environmental Engineering Administrative specialist works closely with Graduate Program Director Department Chair and Graduate Committee on all aspects of administering the departments fourMS and PhD programs. This includes recruiting new graduate students admissions orientation advising tracking student progress through the program and appointing students as research and teaching assistants. The position requires excellent public relations andcommunication skills. The successful candidate must also demonstrate an ability to learn to use various computer software and data acquisition systems.

• 10% Recruitment: Respondstoqueries from prospective graduate students forfourgraduate programs (MS and PhD programsin civil engineering and environmental engineering)viaemailphone andin-person meetings. Assists in preparation and dissemination of recruitment materials including websites brochures and presentations. Helps coordinate visits from perspective students and other visitors. Assists with virtual and in person open houses for perspective and admitted students.
• 30% Graduate admissions:Works closely with USFs office of graduate admissions. Monitors admissions portal and communicates with applicants regarding application requirements. Maintains graduate student application files. Works closely with graduate program director and graduate committeeto facilitate timely review and admission decisions. Communicates with applicants regarding admission and funding decisions course registration procedures etc. Coordinates new graduate studentorientation.
• 30% Graduate student support:Advises current graduate students on matters related to policies and procedures program requirements deadlines course enrollment and permits scholarships events and job opportunities. Provides support to students with completion of department college and university forms. Maintainsstudentfilesandrecords. Helps to guide students through comprehensive exam thesis and dissertation process including deadlines committee forms scheduling dissemination of notices etc. Assists with graduation certification.
• 15% Curriculum and other program support:Works closely with the Graduate Program Director and Graduate Program Committee on program assessment and curriculum changes in four graduate programs (MS and PhD programs in civil engineering and environmental engineering). Facilitates appointment of graduate teaching assistants (TAs) to support undergraduate classes. Assists with HR processes for TAs. Processes tuition waivers. Assists with TA evaluation and outstanding TA award.
• 10% Administrative department support: Orders supplies and prepares and initiates purchase orders. Arranges and coordinates travel for department staff faculty and incoming guests. Places work orders for the entire department. Monitors Oracle HR for newly appointed and existingsalariedandnon-exemptemployeesintheentiredepartmentand runs Oracle Workforce Reports to audit payroll for accuracy. Overseesfrontdeskoperations; assists faculty and student organizations with scheduling meetings and events; maintains office bulletin boards.
• 5% Performs other duties as assigned in support of the academic mission of the department.

Minimum Qualifications:This position requires a high school diploma or equivalent with at least four years of experienceinanofficeoradministrativesupportposition.Appropriatecollegecourseworkorvocational/technical training may substitute at an equivalent rate for the required experience.

Preferred Qualifications:Associate degree with two years of office/administrative experience in a university environment.Abilitytodocomplexwordprocessingbrochureproductionandspreadsheetmanipulationishelpful. Ability to organize prioritize problem solve collaborate and work independently. Knowledge of USF policies and procedures MS Office suite and OASIS/BANNER is a plus.