Academic Program Specialist

Organizational Summary:

The Department of Mathematics and Statistics offers a diversity of courses designed not only to enable the student to pursue careers in mathematics or statistics, but also to enhance the student''s competence in the fields of engineering, the physical sciences, the life sciences, and the social sciences. The department offers programs leading to the B.A., M.A., and Ph.D. degrees.

Position Summary:

This position manages all non-academic phases of the Graduate Admissions Program for Mathematics and Statistics.

Working at USF

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.

About USF

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.

Compliance and Federal Notices

This position may be subject to a Level 1 or Level 2 criminal background check.

Applicants have rights under Federal Employment Laws:

The University of South Florida is an equal opportunity employer that does not discriminate against any employee or applicant for employment based on any characteristic protected by law. The University maintains programs for protected veterans and individuals with disabilities in accordance with all applicable federal and state laws.

Family and Medical Leave Act (FMLA)

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.

Equal Employment Opportunity

The University of South Florida is an equal opportunity employer that does not discriminate against any employee or applicant for employment based on any characteristic protected by law. The University maintains affirmative action programs for protected veterans and individuals with disabilities in accordance with all applicable federal and state laws. This job description does not constitute an employment contract.

Minimum Qualifications:

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:

• 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.

Graduate Student Recruitment and Admissions:

• Coordinate and administer the formal admissions process for national and international students in conjunction with the Office of Admissions and the Graduate School.
• Respond to inquiries from prospective applicants who have submitted applications for assistantships.
• Advise applicants on the admissions process and solve routine and non-routine admissions problems.
• Revamp the Dept. Marketing Materials to advertise/recruit prospective students into the graduate program.
• Coordinate the preparation, printing and distribution of all recruitment brochures and posters as well as making sure that information packages used to recruit students are current and up to date.
• Serve as the resource and first point of contact person for new graduate students upon arrival.
• Provide and assist applicants with specific information regarding application procedure and deadline for applicable graduate scholarship awards.
• Prepare and sign GAR''s for admissions and denials.
• Coordinates orientation for new students.

Graduate Committee and Director support:

• Provides support for instruction through administration of course syllabi, class materials, exams, course evaluations, processing course schedules, and maintaining course inventory.
• Enters information into BANNER/Oasis student database system.
• Prepares Graduate Assistantships appointments, manage the Graduate Student Stipends and GA Health Subsidies, submit tuition waivers, processes course permits and registration.
• Monitor/track Graduate Student Scholarships from several departmental foundation accounts.
• Proctors assignments, keeps record and notifies students of scores.
• Preparation of departmental historical data, preparation of spreadsheets, and creation of graduate forms.
• TA office scheduling.
• Other projects as assigned by graduate program director and/or committee.

Graduate student liaison:

• First point of contact to communicate academic program information, prerequisites and course selection.
• Notifies students with substandard academic grades and issues.
• Conducts graduation checks.
• Fulfillment of other student-related administrative requirements.
• Communicates thesis and dissertation requirements.
• Assists students and answers any questions, and coordinates appointments with faculty.

Serve as a backup to the following roles and responsibilities:

• Textbook adoptions and desk copy ordering
• Inventory Management
• Maintenance of Office Equipment (copiers, computers, printers)
• Physical Plant Work Orders
• Secondary Reception Backup
• Secondary TA & RA Appointments
• Secondary FedEx & Office Supply Ordering

Performs other tasks and projects as assigned.

Graduate Student Recruitment and Admissions:

• Coordinate and administer the formal admissions process for national and international students in conjunction with the Office of Admissions and the Graduate School.
• Respond to inquiries from prospective applicants who have submitted applications for assistantships.
• Advise applicants on the admissions process and solve routine and non-routine admissions problems.
• Revamp the Dept. Marketing Materials to advertise/recruit prospective students into the graduate program.
• Coordinate the preparation, printing and distribution of all recruitment brochures and posters as well as making sure that information packages used to recruit students are current and up to date.
• Serve as the resource and first point of contact person for new graduate students upon arrival.
• Provide and assist applicants with specific information regarding application procedure and deadline for applicable graduate scholarship awards.
• Prepare and sign GAR''s for admissions and denials.
• Coordinates orientation for new students.

Graduate Committee and Director support:

• Provides support for instruction through administration of course syllabi, class materials, exams, course evaluations, processing course schedules, and maintaining course inventory.
• Enters information into BANNER/Oasis student database system.
• Prepares Graduate Assistantships appointments, manage the Graduate Student Stipends and GA Health Subsidies, submit tuition waivers, processes course permits and registration.
• Monitor/track Graduate Student Scholarships from several departmental foundation accounts.
• Proctors assignments, keeps record and notifies students of scores.
• Preparation of departmental historical data, preparation of spreadsheets, and creation of graduate forms.
• TA office scheduling.
• Other projects as assigned by graduate program director and/or committee.

Graduate student liaison:

• First point of contact to communicate academic program information, prerequisites and course selection.
• Notifies students with substandard academic grades and issues.
• Conducts graduation checks.
• Fulfillment of other student-related administrative requirements.
• Communicates thesis and dissertation requirements.
• Assists students and answers any questions, and coordinates appointments with faculty.

Serve as a backup to the following roles and responsibilities:

• Textbook adoptions and desk copy ordering
• Inventory Management
• Maintenance of Office Equipment (copiers, computers, printers)
• Physical Plant Work Orders
• Secondary Reception Backup
• Secondary TA & RA Appointments
• Secondary FedEx & Office Supply Ordering

Performs other tasks and projects as assigned.