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Academic Svcs. Administrator at University of… · Tampa
Skills
Job Description
Organizational Summary:
The School of Geosciences mission is to provide our students with an outstanding education in the Geosciences that will prepare them to work as professionals and to address major questions about our environment and natural resources. Our faculty lead the academic community in exploration of a wide range of global earth science questions and challenges. Our graduate students participate in this research, pursuing projects all over the world in a variety of disciplines, including atmospheric sciences, coastal studies, geochemistry, geodesy, geophysics, geographic information science (GISciences), hydrogeology and water resources management, karst studies, natural hazards, paleo-enviromental science, seismology, tectonics, volcanology, and more. We offer BA, BS, MS, and PhD degrees in Geology, Geography, and Environmental Science and Policy, with over 650 undergraduate and 120 graduate students.
Position Summary:
The Academic Services Administrator (ASA) reports to the Director/Chairs and works with the Associate Chairs and Program Directors to administer academic programs in the School of Geosciences (SGS). The ASA is involved with a broad range of administrative duties supporting instructional functions, including matters such as curriculum development, evaluating program success, establishing academic standards and degree requirements, accreditation matters, course scheduling and space allocation, and program marketing and recruitment. An ASA must maintain extensive knowledge of university, college, and department policies and procedures, and be able to interpret and apply them to support faculty and students. This is administrative and analytical work which is directly related to the academic mission of the university, requiring the application of discretion and judgment on matters of significance with respect to curriculum, course management and instruction. As such the duties of this position are intended to qualify for exempt status under the administrative duties exemption of the Fair Labor Standards Act. The duties of this position are distinguished from positions providing general business administration support to academic departments, which would not be appropriate for this classification.
Responsibilities
Graduate Program Administration:
- Administer academic policies and advise faculty, staff, and students on policy matters related to the academic program.
- Ensure department, college, and university deadlines are met for all academic matters, such as scheduling, graduation certifications, textbooks, tuition wavers, and student registration.
- Develops training materials to support academic program specialist (APS).
- Provides daily supervision and support for APS.
- Coordinate the submission and development process for new course offerings, new programs, and program revisions.
- Serve as a liaison with other academic and administrative departments regarding the academic program, representing the program on cross-functional teams, policy committee, and work groups.
Academic Support:
- Fulfill department or unit responsibilities for admissions, recruitment, and program marketing.
- Coordinate the Fall and Spring semester Graduate student orientation and semesterly graduation workshops.
- Facilitate Graduate Assistant office allocation.
- Maintain Faculty and Graduate student department pages.
- Responsible for updating the departmental calendar of academic events, including defenses, colloquium, and symposiums.
Student Services:
- Coordinate the Fall and Spring semester Graduate student orientation and semesterly graduation workshops.
- Coordinate Graduate Student awards, scholarships, and fellowships.
- Facilitate Graduate Student annual evaluations in support of graduate student progress.
- Organize graduate student research symposium, poster events.
- Act as liaison between the department graduate student organizations and the university on matters of academic and professional development.
Course Scheduling:
- Develop the semesterly course schedule for graduate, undergraduate, and distance learning courses.
- Oversee entry of schedule, textbook ordering, and issuance of course permits by APS.
- Draft teaching assistant assignments for review by the Associate Chairs and/or Program directors.
Analytics:
- Analyze quantitative and qualitative data to produce reports for internal and external use, including accreditation reviews.
- Provide analytics for graduate program retention, time to graduation, and similar metrics.
- Support program assessment for accreditation and 7-year program review.
- Write reports and prepare presentations about the academic program, instructional activity, program planning.
Other duties as assigned.
Qualifications
Minimum Qualifications:
This position requires a Master’s degree in education or a field of study related to the academic program, or a Bachelor’s degree in those same fields with a minimum of two years of experience.
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.
Preferred Qualifications:
Master's degree in Geography, Geographic Information Systems, Environmental Science & Policy, Geology, Education, or field of study related to programs in the School of Geosciences.
Company
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.