Administrative Specialist (Finance)

The Administrative Specialist plays a critical role in supporting the USF OSHA Training Institute Education Center (USF OTIEC) by ensuring the efficient processing and monitoring of training operations. The USF OTIEC supports OSHA's mission to ensure safe and healthful working conditions for all workers by providing training in workplace hazard recognition, avoidance, abatement, and prevention. The Education Center is part of the College of Public Health (COPH), whose goal is to improve workplace safety and health through education. This position reports directly to the USF OTIEC Assistant Director. Minimum Qualifications:

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

Preferred Qualifications:

Work Experience: 5 years of administrative experience in a professional office setting. Experience in training, education, or compliance environments is highly desirable. Familiarity with OSHA's Outreach training program processes or government-funded training initiatives is a strong asset. Proven track record of handling multi-step, standardized tasks such as credential processing, data entry, and document management.Working at USF
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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.
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About USF
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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 .
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Compliance and Federal Notices
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This position may be subject to a Level 1 or Level 2 criminal background check.
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Applicants have rights under Federal Employment Laws :
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Family and Medical Leave Act (FMLA)
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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.

• Virtual Class Monitoring: Oversee and monitor instructor-led virtual training sessions to ensure a smooth learning experience. Provide technical assistance to instructors and students, addressing minor troubleshooting needs. Ensure compliance with training protocols and assist with session documentation.
• Trainer Card Processing: Print and distribute Authorized Outreach Trainers' cards with accuracy and efficiency. Maintain detailed records of card issuance and ensure compliance with OTIEC policies. Troubleshoot printing or data entry issues promptly to prevent delays.
• Support the OSHA Outreach Training Program: Review and organize authorized trainers' documentation, verify completion records, and prepare files for efficient printing of training cards. This ensures accuracy, compliance, and timely distribution of credentials.
• Telephone & Email Communication Management: Serve as a courteous and efficient first point of contact by answering incoming phone calls and email messages. Responsibilities include responding to general inquiries, directing calls and emails to appropriate staff, maintaining accurate documentation of messages, and ensuring smooth communication within the organization.
• Performs other duties as assigned.