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Admin Specialist

University of South FloridaTampa🇺🇸United States

Quick overview

SeniorityMid Senior

Work modeOn Site

LocationTampa, United States

Microsoft ExcelMicrosoft OfficeMicrosoft PowerPointComplianceContinuous ImprovementLMSOffice ManagementOutreachTechnical SupportMicrosoft Teams

Job description

Reporting directly to the Assistant Director of Business Operations, the Admin Specialist will support virtual and in-person training activities, coordinate certificate and certification processes, manage communications, and perform a variety of administrative functions in a fast-paced educational environment. The Admin Specialist will also assist with providing information to prospective and current students regarding the OSHA Training Institute Education Center's certificate and certification programs, career development opportunities within the occupational safety and health profession, and educational pathways that support careers in workplace safety and health. The position may also assist with outreach and informational activities that support awareness of these programs and opportunities.

Virtual Class Monitoring (50%)

Monitor and support Virtual Instructor-Led Training (VILT) sessions to ensure a professional and seamless learning experience for the trainees.
Provide administrative technical support to instructors and trainees during virtual training sessions.
Assist with minor troubleshooting and technology-related issues.
Verify compliance with OTIEC training requirements and virtual classroom protocols.
Maintain training records and support session documentation.
Coordinate with instructors and staff to ensure successful course delivery.

Certificate and Certification Program Administration (20%)

Process certificate and certification applications to ensure eligibility requirements have been met.
Provide applicants with information and payment links as required.
Prepare and distribute certificates, certification documents, and correspondence.
Maintain electronic and hard-copy records in accordance with established procedures.
Research and implement technology solutions that improve certificate and certification processing efficiency.
Support quality assurance efforts related to credentialing processes.

Phone, Email, and In-Person Communications (25%)

Assist with managing and operating the office phone system and route incoming calls appropriately.
Respond to routine inquiries from students, instructors, and customers.
Welcome visitors and assist with general questions.
Notify staff members of visitor arrivals.
Sign for and distribute incoming packages.
Maintain a professional, organized, and welcoming reception area.
Assist with email communications and customer service activities.

Other Duties as Assigned (5%)

Provide administrative support for special projects and office operations.
Assist staff with training-related activities and general office functions.
Perform other duties as assigned to support the mission of the OTIEC.

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.

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
The ideal candidate will possess:

An Associate Degree in Business Administration, Office Management, Education, or a related field.

Ten (10) or more years of professional administrative experience.

Advanced proficiency with Microsoft Office applications, including:

Word

Excel

Outlook

PowerPoint

Microsoft Teams

Experience using Canvas Learning Management System (LMS) or similar learning management platforms.

Experience supporting virtual training programs, course administration, and educational operations.

Bilingual - speaks English and Spanish fluently.

Work Environment
This position operates in a fast-paced training and educational environment that requires accuracy, efficiency, and adaptability. The successful candidate must be self-motivated, resourceful, and capable of responding effectively to changing priorities while maintaining the quality and integrity of training support operations.

To Apply
Qualified applicants should submit a resume and cover letter outlining their relevant experience and qualifications.

The OSHA Training Institute Education Center is committed to providing high-quality occupational safety and health training and seeks candidates who share a commitment to excellence in customer service, operational support, and continuous improvement.

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.