Admin Specialist

The Student Success division at the University of South Florida, is comprised of 60 departments, providing students with academic support, engagement opportunities, health & wellness services and enhancement of the educational experience.

The Counseling Center is a critical component of Student Success at the University of South Florida, located in beautiful Tampa Bay on Florida's spectacular west coast.

The Counseling Center strives to support the mental health and well-being of the 44,000 enrolled graduate and undergraduate students at the USF Tampa campus. Through the provision of high quality clinical services and evidenced-based practice, innovative outreach, consultation, and education, the Counseling Center is recognized and valued for its contribution to the success of an exceptionally diverse student body. The Counseling Center, with a dedicated, energetic, and motivated team of 30 multidisciplinary professionals including licensed psychologists, licensed mental health counselors, licensed clinical social workers, licensed marriage and family therapists, and administrative support personnel is accredited by IACS, has an APA-accredited doctoral internship, and places embedded counselors in colleges and departments across the Tampa campus.

The Administrative Specialist provides primary support for the Associate Directors of the Counseling Center. This includes preparing statistical reports, assisting with managing the Counseling Center's electronic medical record and website, handling information requests, providing purchasing and payroll support, assisting with HR recruiting and onboarding tasks, making travel arrangements, and maintaining calendars and schedules. The Administrative Specialist also provides primary backup to Client Services Assistants, who provide client-facing and front desk tasks.

This position reports to the Associate Director of Clinical Services, performing a wide variety of administrative support duties ranging from general clerical support to complex administrative coordination. This position does not directly supervise any administrative support positions, but must work closely and coordinate tasks with the Office Manager and Client Services Assistants. The position requires intermediate level proficiency in the use of standard desktop applications, website design, and electronic medical records platforms.

1. Perform specialized administrative duties required to support the Associate Directors of the Counseling Center. Support purchasing requirements for the Counseling Center, researching items and obtaining price quotes, entering information into university systems, receiving purchase orders, and maintaining P-Card information as needed.
2. Support human resource and payroll processes related to recruitment, onboarding, and offboarding of Counseling Center employees. Make travel arrangements for candidates, assist with preparing orientation materials and schedules, ensure IT support for new employees, and assist with termination processes when employees leave the Counseling Center.
3. Update and maintain the Counseling Center's website.
4. Support and maintain the Counseling Center's electronic medical record, including updating data, running statistical reports, ensuring accurate data entry, and processing medical records requests.
5. In coordination with the Office manager, arrange and coordinate travel and travel reimbursement for staff.
6. Provide primary backup to client-facing and front desk functions, including reception duties, scheduling appointments, and managing staff calendars.
7. Perform other administrative duties as required to support the mission and function of the Counseling Center.

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.