100% On Campus Position
Hiring Salary: $50,000-$57,000
The Executive Administrative Specialist provides high-level executive support to the Dean and Associate Deans within in College of Artificial Intelligence, Cybersecurity and Computing in the organization. This position requires exceptional organizational skills, discretion, and the ability to make independent decisions while managing confidential matters. The incumbent serves as a liaison between the executive office and various stakeholders both internal and external, ensuring seamless communication and operational efficiency. Accurately manage calendars and keep track of major deadlines and deliverables.
Opened in 2025 and powered by a University of South Florida record $40 million gift from Arnie and Lauren Bellini, USF’s Bellini College of Artificial Intelligence, Cybersecurity and Computing is the first in Florida, and among the first in the nation, to unify AI, cybersecurity, and computing within a single college. More than 65 faculty members focus on cutting-edge research and educating 3,000+ bachelor’s, master’s, and doctoral students across 15 degree programs in computer science, cybersecurity, AI, information technology, and computer engineering. The college emphasizes industry-relevant education and experiential learning to prepare students for real-world challenges. It also serves as the central hub for AI and cybersecurity research and teaching at USF, collaborating with colleges and units across the university.
Executive Support Provides executive level support to the Dean and Associate Deans by maintaining complex calendars, scheduling meetings, coordinating requests from internal and external stakeholders, and preparing necessary materials for meetings and appointments. This role involves composing and reviewing correspondence, reports, and presentation materials while independently drafting letters and managing communications on behalf of the executive. Additionally, the position involves planning and coordinating meetings, ensuring proper scheduling, location arrangements, catering, and technology setup, as well as preparing agendas, taking minutes, and disseminating materials in a timely manner. The incumbent works closely with other personnel on event planning and coordination.
Communication & Liaison As the primary point of contact for inquiries directed at the Dean and Associate Deans executive office, the specialist liaises with internal departments and external entities, ensuring timely responses and issue resolutions while reviewing and prioritizing incoming communications. Additionally, the specialist works closely with the Dean and Associate Deans to facilitate communication with personnel college wide ensuring streamlined operations and a cohesive exchange of information.
Supervisory & Office Management: Supervisory and office management duties include directly supervising and assigning temporary (OPS) employees, student and/or support staff ensuring cross-training for seamless office operations, and overseeing general office tasks such as document management, supply inventory, and office equipment maintenance.
Travel Coordination Supports the Dean and Associate Deans with travel vouchers and travel requests using information received from them, making reservations for airline travel and hotels, both domestic and foreign, keeps track of their itineraries, and prepares and submits travel and miscellaneous expenses for reimbursements
Additional Administrative Support: Performs other administrative duties as required to support the mission and functions of the Dean and Associate Deans and the College of Artificial Intelligence, Cybersecurity and Computing.
Education Level:
Minimum Qualifications: This position requires a high school diploma or equivalent, with at least six years of experience in an office or administrative support position. Post-secondary education may be substituted on a year-for-year basis for up to a maximum of 2 years of 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: At least 2 to 3 years of experience in an executive assistant position providing high level executive support. Demonstrated ability to work under pressure and meet deadlines. Effective written and oral communication skills. Excellent organizational skills and commitment to detail. Demonstrated maturity and ability to work independently and with individuals possessing various skills and personalities.
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.
