Academic Program Specialist - Electrical Eng

ORGANIZATIONAL SUMMARY:

The Department of Electrical Engineering has 25 faculty members and offers B.S., M.S. and Ph.D. degrees in electrical engineering. The department has approximately 200 graduate students. Within the Executive Office is the Chair, Associate Chair, Academic Services Administrator, Academic Program Specialist, Staff Assistant, 2 Adjunct Faculty and 2 Student Assistants.

POSITION SUMMARY:

The position is a front-line job for the Department of Electrical Engineering Graduate Programs in the College of Engineering working directly with the Academic Services Administrator, the faculty member Graduate Program Director and the Chair.  The Academic Services Administrator and Graduate Program Director Faculty will be the primary persons providing direction. In addition, the position will support the general activities of the Department and interfaces with our undergraduate programs. The position responsibilities include working with faculty and staff and assisting graduate students. The person in this position will work in a fast-paced environment, requiring excellent communication (written and verbal) and customer service skills as well as advanced computer/technical and problem solving skills.

RESPONSIBILITIES:

Registration/Enrollment- Coordinate and act as a liaison for registration processes. Assist with student registration issues each semester using OASIS/Banner, process permits and holds; maintain class rolls, grade sheets, change of grades, and other paperwork associated with the process.

Student Processing - Prepare tuition waivers, maintain student files and records, collect graduation applications, and fulfillment of other student-related administrative requirements. Responsible for collecting and maintaining student assessment data for graduate program reviews and accreditation.
Support department or college recruitment and admissions processes. Maintain database of student applicants and their status. Prepare correspondence and mailings to applicants and prospects, maintain applicant records, and organize information for review by faculty. Assist students with completing any departmental, college, and university forms/paperwork.

Departmental Support - Provides support for faculty and administration through course inventory; assist faculty and student organizations in scheduling meetings/events; maintain office bulletin boards; maintain and monitor Canvas announcements; plan orientation, develop and publish semesterly newsletter. Fulfills administrative requirements for appointment of graduate research and teaching assistantships. Creates and maintains informational materials, recruitment brochures, and web site content describing departmental programs.

Assist Graduate Faculty Advisor and Academic Services Administrator - Point of contact for current and prospective students on matters related to course management and enrollment, program requirements, and policies and procedures. Communicates with students regarding academic program, prerequisites, and course selections.

Reporting - Inquiries, queries, and standard reports from university systems such as OASIS, BANNER, and WebReporting. This also includes assisting with accreditation surveys, data aggregation and analysis, and document/report preparation. Assist with the collection of data to complete various reports pertaining to enrollment, registration, and recruitment of students. Maintains database of graduate students documenting academic trail of admission, qualifying exams, degree progress, changes to academic history, etc.

Procedures, Processes, and Systems - Utilize knowledge of internal procedures of the department as well as SUS. Utilize and have a working knowledge of systems such as Banner/OASIS, DegreeWorks, Blackboard, etc. Input data in University business systems.

Performs other administrative duties as assigned in support of the academic mission of the department.

MINIMUM:

This position requires a high school diploma or equivalent, with four years of experience in office or administrative positions. Appropriate college coursework or vocational/technical training may substitute at an equivalent rate for the required experience.

PREFERRED:

Bachelors' degree with 3-5 years of office or administrative experience

Strong communication skills. 

Proficiency in Microsoft Office Suite, including the ability to perform complex word processing, database entry, and spreadsheet management.

Degree Equivalency Clause: Four years of direct experience for a bachelor’s degree.
• Senate Bill 1310- The Florida Senate (https://www.flsenate.gov/Session/Bill/2023/1310) is conditional upon meeting all employment eligibility requirements in the U.S.
• SB 1310: Substitution of Work Experience for Postsecondary Education Requirements
• A public employer may include a postsecondary degree as a baseline requirement only as an alternative to the number of years of direct experience required, not to exceed:
• (a) Two years of direct experience for an associate degree;
• (b) Four years of direct experience for a bachelor’s degree;
• (c) Six years of direct experience for a master’s degree;
• (d) Seven years of direct experience for a professional degree; or
• (e) Nine years of direct experience for a doctoral degree
• Related work experience may not substitute for any required licensure, certification, or registration required for the position of employment as established by the public employer and indicated in the advertised description of the position of employment.
• Minimum Qualifications that require a high school diploma are exempt from SB 1310.

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.

Compliance and Federal Notices

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

Applicants have rights under Federal Employment Laws: 

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.

Family and Medical Leave Act (FMLA)

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.

Equal Employment Opportunity

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.