Full job description
Organizational Summary:
The University of South Florida College of Education serves a community of over 2,200 students and 130 faculty members dedicated to advancing high-quality education through excellence in research, teaching, and learning. Accredited by the Council for the Accreditation of Educator Preparation (CAEP) and fully approved by the Florida Department of Education, the college offers innovative teacher training and collaborative graduate programs aimed at developing educational leaders. In partnership with school districts across the Tampa Bay region, the college is committed to extending proven educational initiatives and exploring new approaches to preparing lifelong learners. Whether pursuing initial teaching certification or advancing professional development through graduate studies, the college provides comprehensive resources and support to help students achieve their educational and career goals .
Position Summary:
The Academic Services Administrator (ASA) Serves as the primary overseer for Graduate Studies within the College of Education and reports to the Associate Dean of Graduate Studies. Works with the Chairs and Program Directors to administer academic programs in the College. The ASA is involved with a broad range of administrative duties supporting instructional functions, including matters such as curriculum development, evaluating program success, establishing academic standards and degree requirements, accreditation matters, course scheduling and program marketing and recruitment. An ASA must maintain extensive knowledge of university, college, and department policies and procedures, and be able to interpret and apply them to support faculty and students. This is administrative and analytical work which is directly related to the academic mission of the university, requiring the application of discretion and judgment on matters of significance with respect to curriculum, course management and instruction.
Graduate Policies and Procedures: Academic Policies, Graduate Assistant Appointments, Degree Certification, and Curricular Review
Responsible for overseeing the graduate tuition payment process, with the discretion to grant exceptions to procedural rules as appropriate with consultation from the Associate Dean of Graduate Undergraduate studies. Interprets university and program-specific academic policies, providing guidance on when and how exceptions may be warranted or granted. Advises academic programs on retention strategies and intervention steps for graduate students experiencing academic difficulties and placed on probation. Additionally, serves as a participating member of the University Graduate Coordinators Council, contributing to broader graduate education policies and initiatives.
Responsible for reviewing and approving graduate assistant appointments within the college. This includes ensuring that salary determinations are consistent with university and college policies. Additionally, monitors stipends to ensure compliance with departmental participation in college or university salary enhancement programs.
Responsible for auditing academic records and certifying degree completion for graduate degrees awarded by the college. Additionally, reviews and approves course enrollments for graduate students utilizing VA benefits, ensuring compliance with relevant regulations and policies.
Responsible for reviewing proposals related to undergraduate and graduate curricula, including new courses, new programs, and modifications to existing courses or degree requirements, ensuring compliance with college and university policies. Acts as the approving authority for the college upon completion of the review process. Provides guidance to college and departments on proposal submission procedures, including instructions for navigating the Department of Education website for course numbering and designation. Coordinates the annual review and updates of the university Graduate Catalog, specifically the college and department sections. Additionally, oversees production and dissemination of various other annual or ad hoc graduate program publications.
Training and Support for APS and Department Staff:
Responsible for training and mentoring newly hired Academic and Program Support (APS) staff. Provides instruction to department staff on the use of Student Information Systems and serves as the primary liaison between the department and HR Embedded Services regarding Graduate Assistant (GA) appointments and offer letters.
Academic and Administrative Issue Resolutions:
Conducts research and problem-solving related to academic or administrative issues on behalf of the college, departments, or students. Handles administrative registration transactions on behalf of the college to correct registration errors or discrepancies affecting students’ course enrollments, ensuring accuracy and compliance with institutional policies.
Embedded Service:
Acts as the primary point of contact to facilitate and/or submit appropriate appointment paperwork and communication between the academic departments and the Embedded Service for Human Resources and Shared Services.
Possesses thorough knowledge of the operations of each embedded service unit, their linkages to the department, and is capable of leading and supporting faculty, students, and staff in navigating and utilizing Embedded Services effectively.
Budget Support:
Collaborate with the Budget team to ensure the availability of funds for departmental requests. Assist the budget team, Dean, and Department Chair in preparing and submitting the annual budget requests.
Data Analyst:
Collaborates with departments to extract and analyze data from relational databases, developing reports related to student enrollment, course enrollments, and other relevant metrics to support decision-making and compliance. Maintain digital files for the COED GA’s.
Scholarships, Fellowships, and Awards:
Serves as the coordinator for college-administered scholarships, fellowships, graduate travel and awards for graduate students. Collaborates with college, university, and external stakeholders as necessary to facilitate the selection process. Compiles and submits award notifications to the Financial Aid Office to ensure timely disbursement to designated students
Administrative Back-up Support for Faculty Administrator and Department Operations:
Serves as a backup to the Faculty Services Administrator, providing support for the Tenure Promotion and Instructor Career Path processes as needed. Collaborates with the Dean, Associate Deans, Directors, Managers, and Supervisors to address various administrative needs, ensuring efficient and smooth operations. Assists with faculty credentials, transcripts, certificates, diplomas, Faculty Recruitment Workshop coordination, faculty visa processing, faculty annual evaluations, and preparation of faculty offer letters.
Visa and Immigration Liaison:
Serves as the primary liaison between the College of Education and USF World/International Services concerning visa and immigration matters. Acts as the main resource for college departments on visa and immigration issues affecting all students. Collaborates directly with USF World, international services staff, and immigration attorneys to facilitate the processing of visa applications and address immigration concerns. Maintains comprehensive data and statistics related to the J Exchange Visitor Program, H-1B visa applications, and applications for permanent residency, ensuring accurate record-keeping and compliance.
Minimum Qualifications:
This position requires a Master’s degree in education, or a field of study related to the academic program, or a Bachelor’s degree in those same fields with a minimum of two years of experience. Six years of direct experience may substitute for the required Master’s degree.
Preferred Qualifications:
Strong knowledge of university and college policies related to graduate education, tuition processing, and academic records.
Experience in overseeing graduate assistant appointments, stipends, and ensuring compliance with salary and benefit policies.
Skilled in training and mentoring staff, with excellent communication and instructional abilities.
Proven problem-solving skills for resolving academic and administrative issues.
Data analysis skills, including extracting and reporting on student and course data.
Experience coordinating scholarships, fellowships, and awards, including collaboration with external stakeholders.
Understanding of international student visa procedures
Strong organizational skills, attention to detail, and ability to handle multiple responsibilities effectively.
Proficiency in Microsoft Office Suite, Outlook, Excel, Word, and PowerPoint
FLSB1310 Equivalency:
4 years of directly relevant experience may be substituted for bachelor's degree.
6 years of directly relevant experience may be substituted for master's degree.
This position may be subject to a Level 1 or Level 2 criminal background check.
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. Contact the USF ADA Lead ( hr-ADA-Request@usf.edu ) to coordinate your accommodation request.
The University of South Florida is a high-impact global research university dedicated to student success. Over the past 10 years, no other public university in the country has risen faster in U.S. News and World Report's national university rankings than USF. Serving more than 50,000 students on campuses in Tampa, St. Petersburg and Sarasota-Manatee, USF is designated as a Preeminent State Research University by the Florida Board of Governors, placing it in the most elite category among the state's 12 public universities. USF is a member of the American Athletic Conference.
Working at USF
With more than 16,000 employees at USF, the University of South Florida is one of the largest employers in the Tampa Bay region. At USF you will find opportunities to excel in a rich academic environment that fosters the development and advancement of our employees. We believe in creating a talented, engaged and driven workforce through on-going development and career opportunities. We also offer a first class benefit package that includes medical, dental and life insurance plans, retirement plan options, tuition program and generous leave programs and more.
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