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Academic Program Specialist – Sarasota, FL

Dept Number/Name: 0-2104-000 / Civil & Environmental Eng

College Division: Acad Affairs-Coll Engineering

Salary Plan: Staff

Job Code/Title: 2200 / Academic Program Specialist

Hiring Salary/Salary Range: $30,500 – $33,000

Position Number: 00022654


The Civil & Environmental Department in the College of Engineering is comprised of an Academic Services Administrator, Staff assistant, and this position of Academic Program Specialist. The three positions work together to complete the day to day functions of the academic department to provide support to students, Faculty and Staff.


The Academic Program Specialist performs specialized administrative work in support of the Civil & Environmental Engineering department. The position plays a vital to the Civil & Environmental Engineering and is highly specialized knowledge of computer software, University policies, and procedures. The position provides administrative coordination for assigned graduate programs, serving as a point of contact to students, prospective students, and faculty on matters related to course management and enrollment, graduate program requirements, policies and procedures, and other administrative matters. Arranges and coordinates travel for department staff, faculty, and department guest speakers.


Supports student administration through processing of tuition waivers, permits, maintaining student files and records, collect graduation applications and conducting graduation checks, and fulfillment of other student-related administrative requirements. Assist students with completing any departmental, college and university forms/paperwork.

Assist Academic Services Administrator and department chair. Point of contact for current and prospective graduate students on matters related to admission, course management and enrollment, program requirements, and policies and procedures. Communicates with students regarding academic program, prerequisites, and course selection.

Supports faculty and administration through ordering supplies and placing work orders; copying class materials/exams; collect textbook orders and request desk copies; order and monitor keys/building access for faculty and students; provide front desk support and answer phone; assist faculty and student organizations in scheduling meetings/events; maintain office bulletin boards; maintain file of course syllabi each semester and list of faculty office hours.

Collects time sheets and prepares payroll to submit for certification. Audits payroll distribution and runs queries to audit payroll for accuracy.

Provide purchasing support by preparing and initiating purchase orders; making P-card transactions.

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

Create informational materials, student recruitment materials, and web site content containing departmental programs. Coordinates new orientation for new students. Arrange and coordinate travel for department staff, faculty, and incoming guests.



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


Associate’s degree with office/administrative experience. Ability to do complex word processing, brochure production, and spreadsheet manipulation is helpful. Ability to organize, prioritize, problem-solve, collaborate and work independently. Knowledge of USF policies and procedures, MS Office suite and OASIS/BANNER is a plus.

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