DescriptionOrganizational Unit
The College of Engineering (COE) serves over 6,000 students and offers undergraduate and graduate degrees in 12 programs. The COE seeks to profoundly shape and impact lives through the steadfast pursuit of world-class engineering research, education, and innovation. We aspire to be at the forefront of engineering research and education, cultivating knowledgeable, passionate engineers who are dedicated to need based, solutions-oriented engineering. We share a culture of excellence, characterized by an emphasis on students, research, innovation, partnership, inclusivity, agility, and the future. This position is a critical, frontline position for the Civil & Environmental Engineering Department, which offers undergraduate and graduate degrees with specializations in Geotechnical, Structures, Materials, Transportation, Water Resources and Environmental Engineering. The department has 28 faculty members, offers B.S., M.S. and Ph.D. degrees and educates an approximate student population of 700 undergraduates, 52 master’s and 40 doctoral students.
Position Summary
The Civil & Environmental Engineering Administrative specialist works closely with Graduate Program Director, Department Chair and Graduate Committee on all aspects of administering the department’s four MS and PhD programs. This includes recruiting new graduate students, admissions, orientation, advising, tracking student progress through the program and appointing students as research and teaching assistants. The position requires excellent public relations and communication skills. The successful candidate must also demonstrate an ability to learn to use various computer software and data acquisition systems.
Responsibilities- 10% Recruitment: Responds to queries from prospective graduate students for four graduate programs (MS and PhD programs in civil engineering and environmental engineering) via email, phone and in-person meetings. Assists in preparation and dissemination of recruitment materials, including websites, brochures and presentations. Helps coordinate visits from perspective students and other visitors. Assists with virtual and in person open houses for perspective and admitted students.
- 30% Graduate admissions: Works closely with USF’s office of graduate admissions. Monitors admissions portal and communicates with applicants regarding application requirements. Maintains graduate student application files. Works closely with graduate program director and graduate committee to facilitate timely review and admission decisions. Communicates with applicants regarding admission and funding decisions, course registration procedures, etc. Coordinates new graduate student orientation.
- 30% Graduate student support: Advises current graduate students on matters related to policies and procedures, program requirements, deadlines, course enrollment and permits, scholarships, events and job opportunities. Provides support to students with completion of department, college and university forms. Maintains student files and records. Helps to guide students through comprehensive exam, thesis and dissertation process, including deadlines, committee forms, scheduling, dissemination of notices, etc. Assists with graduation certification.
- 15% Curriculum and other program support: Works closely with the Graduate Program Director and Graduate Program Committee on program assessment and curriculum changes in four graduate programs (MS and PhD programs in civil engineering and environmental engineering). Facilitates appointment of graduate teaching assistants (TA's) to support undergraduate classes. Assists with HR processes for TA's. Processes tuition waivers. Assists with TA evaluation and outstanding TA award.
- 10% Administrative department support: Orders supplies and prepares and initiates purchase orders. Arranges and coordinates travel for department staff, faculty, and incoming guests. Places work orders for the entire department. Monitors Oracle HR for newly appointed and existing salaried and non-exempt employees in the entire department and runs Oracle Workforce Reports to audit payroll for accuracy. Oversees front desk operations; assists faculty and student organizations with scheduling meetings and events; maintains office bulletin boards.
- 5% Performs other duties as assigned in support of the academic mission of the department.
QualificationsMinimum Qualifications:This position requires a high school diploma or equivalent, with at least four years of experienceinanofficeoradministrativesupportposition.Appropriatecollegecourseworkorvocational/technical training may substitute at an equivalent rate for the required experience.
Preferred Qualifications:Associate degree with two years of office/administrative experience in a university environment.Abilitytodocomplexwordprocessing,brochureproduction,andspreadsheetmanipulationishelpful. 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.
