Advancement Administrator, Affinity Programs

The Office of Affinity Programs seeks a highly organized, detail-oriented Advancement Administrator to provide support to senior leadership and their respective teams with oversight of project management, event planning and general administrative support for competing priorities. This role is essential to the team’s operations and efficiency and must maintain a high level of confidentiality. 

By managing complex administrative operations, the Executive Administrative Specialist enables the team to focus on high-level strategy, decision making, and program growth. The ideal candidate will demonstrate exceptional judgment, anticipate needs, and possess strong prioritization and time management skills. They must be proactive, highly adaptable, and operate with a strong commitment to excellence, discretion, and professionalism.

• Reports directly to the Assistant Vice President for Affinity Programs with additional strategic direction from the Executive Director of Women in Leadership and Philanthropy. 
• Collaborates closely with cross functional team members across Affinity Programs, Women in Leadership and Philanthropy, and Parent and Family Giving team members to ensure alignment and execution of key initiatives
• Manage monthly administrative and financial operations, including employee credit card reconciliations, travel reimbursements, donor acknowledgment letters, ensuring accuracy and timeliness.
• Process financial transactions such as deposits, check requests, fund transfers (including sponsorships and microgrant awards), and other accounting-related requests in a timely and accurate manner.
• Provide event and program support to Affinity Programs, Women in Leadership and Philanthropy, and Parent & Family Giving, including ACM and Events Team requests, management of event logistics, tracking RSVPs, coordinating room reservations, and meeting other event planning deadlines. 
• Track and manage projects using ASANA, including assigning roles, monitoring deadlines, and ensuring timely completion of deliverables throughout the year.
• Support scholarship and student engagement efforts during peak cycles, as needed.
• Manage inventory of office, event, and branded materials, including stationery, business cards, office supplies, event materials, etc.
• Other duties as assigned.

This position requires a Bachelor’s degree with at least 1 year of experience directly related to the duties and responsibilities specified. Work experience may be substituted for the degree requirement on a year for year basis.

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.