Academic Program Specialist

The Academic Program Specialist performs specialized administrative work in support of the Muma College of Business, St. Petersburg Undergraduate Office. This position provides administrative coordination for assigned undergraduate programs, serving as a point of contact to students, prospective students, advisors, and faculty on matters related to course management and enrollment, program requirements, policies and procedures, and other administrative matters.
This is specialized administrative work in program implementation that is performed under general supervision. The Academic Program Specialist will perform a wide variety of office and clerical duties of medium complexity. This position may assign work to or supervise student or temporary (OPS) employees. To fulfill the job requirements, employees assigned to this class title must be able to do inquiries, queries and standard reports from university systems such as BANNER/OASIS, FAST, and GEMS, and must be able to produce documents using word processing and spreadsheet software.
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.
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.
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 and USF Health. In 2025, U.S. News & World Report recognized USF with its highest overall ranking in university history, as a top 50 public university for the seventh consecutive year and as one of the top 15 best values among all public universities in the nation. U.S. News also ranks the USF Health Morsani College of Medicine in the highest tier, placing it as one of the top 16 medical schools in the nation and inside the top 10 among public universities. 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 $750 million in research funding in 2025 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 nearly $10 billion for the state of Florida. USF’s Division I athletics teams compete in the American Conference. Learn more at www.usf.edu.
• Supports student administration through preparation of tuition waivers, processing course permits, maintaining student files and records, conducting graduation checks, and fulfillment of other student-related administrative requirements.
• Supports the department recruitment and admissions process. Prepares correspondence and mailings to applicants and prospects, maintains applicant records, and organizes information for review by faculty.
• Communicates with students regarding academic program, prerequisites, and course selection. Notifies students with substandard academic grades and issues. Schedules appointments and prepares student files for advising.
• Provides support for instruction through administration of course syllabi, class materials, exams, course evaluations, processing course schedules, maintaining course inventory, etc.
• Enters information into BANNER/OASIS student database system.
• Fulfills administrative requirements (HR) for appointment of graduate and teaching assistantships.
• Creates informational materials, recruitment brochures, and web site content describing departmental programs.
• Event Planning and coordination for orientation, check in, clean up for the college events. Creating flyers, marketing the event across campus, guests, and volunteers, parking arrangements, meals.
• Performs other administrative duties as assigned in support of the academic mission of the department.
Preferred Skils
• Proficient in MS Suite (especially in word & excel)
• Understands shared drives
• Ability to learn USF system software and apply knowledge to other areas that assist the program
• Attention to detai

Skills
Excel

Work arrangement
No