Administrative Specialist

This position will meet the needs of residents living in the residence halls through exceptional customer service, providing and monitoring the temporary access management, and supporting the general needs for the Housing Services unit of Housing & Residential Education. The Housing Services unit consists of Residential Desk Operations, Residential Mail/Package Operations, and Access Management Operations. Additionally, this position will support the Occupancy Management operations during the summer time to respond to phone calls, emails, and in-person engagements. This position may assist the Guest Housing operations as needed. The position will be responsible for a variety of critical tasks and processes that support the department's mission.

Access Management Processes
- Inventory, issue, and audit temporary keys for residents
- Track resident arrival and departure in Housing database system (StarRez)
- Program ID cards and provide building access to residents in accordance with established procedures
- Initiate lock changes and receive and issue new keys
- Utilize KeyTrak key management system following established process or direction
- Assist with various key audit processes
- Process desk operations-related billable items in Housing Database System (StarRez)

Customer Service
- Explain policies, answer questions, and independently resolve issues whenever feasible.
- Communicate with students, families, and staff via phone, email, and in-person to respond to needs and questions
- Send reminder emails and/or initiate phone calls to residents
- Make recommendations on service level improvement opportunities.
- Assist with residence hall openings/closings/and transition periods between terms
- Manage the moving cart issuance and return
- Assists in the processing and distribution of residential mail, as needed

Occupancy Management:
- Respond to student and family inquiries via phone, email, and in-person.
- Scan, catalogue, and add documents into student records via Housing database system (StarRez)
- Provide support in various occupancy management tasks

Performs other duties as assigned.

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.

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.