Administrative Specialist

Administrative Specialist

This position serves as Administrative Specialist to support the Office Manager in The School of Theatre & Dance. The primary purpose of this position is to perform administrative tasks associated with planning, initiating, and completing all clerical tasks necessary to ensure the smooth running of the School of Theatre and Dance. Provides specialized program support specific to the department. This position requires occasional assistance with recruitment, audition, performance & summer camp events outside normal hours / days.

The University of South Florida School of Theatre and Dance is committed to facilitating creative and academic artists and scholars though rigorous training in the studio, the classroom, and in performance.

Responsibilities

Recruitment : Handles all perspective student correspondence / Monitor Admissions Report and CDAP Info Request Form. Send recruitment / info emails to potential students. Dance Auditions; in charge of registration, correspondence, drafting and sending placement letters, sharing & organizing students' placements & admission status. Communicate w / prospective students / parents - Approximately 250-300 students audition a year either in person or via video. Coordinates Day of Dance and Day of Theatre - recruitment events involving approximately 150 visiting students each.Coordinates Banner Schedules / Space Calendar : work with faculty and staff to set course schedule and enter data into Banner, Manage FAD & TAR Space calendar.Process scholarships and awards : coordinate applications, draft & send letters to recipients, submit FA scholarship requests, thank you letters to donors, provide academic program support (Coordinate Acting Studio Course Auditions 2x year) and departmental communication (serving Faculty / Students), ie updating Theatre Canvas Page, and updates web page.Fiscal responsibilities : Pay Invoices and submit Facility Work Orders (TAR), Attend meetings : Staff, CoTA Business Office, Dance & Theatre Faculty, and School of Theatre & Dance, Update p-card receipt form, Federal Study Work Students coordination, Submit Travel Requests & Travel Arrangements for Faculty, Submit Facility Work Orders (FAD), Submit Foundation Check Requests.

Other duties as assigned.

Qualifications

POSITION QUALIFICATIONS : MINIMUM : 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 : Knowledge about the Arts / Knowledge on using Trello / Experience with using Constant Contact / Knowledge of Admissions.Very fast paced / collaborative. Very forward facing (can give tours or talk to parents)

About Us

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.

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.

This position may be subject to a Level 1 or Level 2 criminal background check.

The University of South Florida is an equal opportunity employer that does not discriminate against any employee or applicant for employment based on any characteristic protected by law. The University maintains programs for protected veterans and individuals with disabilities in accordance with all applicable federal and state laws.

Applicants for USF employment are entitled to request reasonable accommodation(s) in the application process. A request is to be made at least five (5) working days prior to the time the accommodation(s) is needed. Visit the Central Human Resources ADA Accommodations webpage for more information on requesting an accommodation during the application / interview process.

The University of South Florida is an equal opportunity employer that does not discriminate against any employee or applicant for employment based on any characteristic protected by law. The University maintains affirmative action programs for protected veterans and individuals with disabilities in accordance with all applicable federal and state laws. This job description does not constitute an employment contract.