Staff Assistant

Organizational Summary:

The USF Psychology Department is home to approximately 3,000 undergraduate and 100 graduate students. Our department also includes 6 administrative staff, 6 academic advisors and over 50 core, affiliated, and emeritus faculty members. We are one of the largest departments in the College of Arts and Sciences.

Position Summary:

This position serves as a primary point of contact for faculty, staff, students, and visitors while assisting with departmental communications, graduate program support, clinic operations, event coordination, and general office functions. The role requires strong organizational skills, attention to detail, excellent customer service, and the ability to manage multiple responsibilities in a dynamic academic environment.

Minimum Qualifications:

This position requires a high school diploma or equivalent, with two or more years of experience in an office or administrative support position. College or other relevant post-secondary coursework may substitute for the experience requirement on a year for year basis. Testing may be required to assess competency on word processing software.

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:

Strong interpersonal and customer service skills. Proficiency in Microsoft Office Suite, including Word, Excel, and Outlook. Excellent organizational skills and attention to detail. Ability to manage multiple tasks, prioritize responsibilities, and meet deadlines. Experience working in a higher education, healthcare, clinical, or academic environment. Experience coordinating events, communications, or social media platforms. Ability to work independently while collaborating effectively with faculty, staff, and students. Provide administrative support for departmental operations, serving as a primary point of contact for faculty, staff, students, and visitors while responding to inquiries and assisting with daily office functions. Support graduate education and student services activities, including graduate admissions processes, Clinical Area graduate student externship placement tracking, open house events, placement fairs, and related recruitment initiatives. Provide administrative support for departmental clinic operations, including maintaining records, assisting visitors, and supporting clinic-related activities and documentation requirements. Coordinate departmental communications and information distribution, including creating announcements, flyers, promotional materials, and maintaining departmental calendars and related communications. Assist with departmental reporting, accreditation, and compliance activities, including annual APA review support and maintenance of Clinical Activity Monitoring (CAM) and Continuing Education Unit (CEU) documentation. Coordinate and provide backup support for departmental administrative functions, including space management activities, building and key access requests, exam copy preparation and scanning services, visitor parking passes, and other operational needs. Process and distribute incoming and outgoing mail, coordinate document shredding services, and maintain departmental records and files. Submit and track maintenance requests and work orders and coordinate with university service providers to ensure timely resolution of facility-related issues. Assist with planning, preparation, and logistical support for departmental meetings, events, recruitment activities, and special programs. Manage departmental social media accounts and assist with the creation, scheduling, and distribution of content to support departmental communications and outreach efforts. Perform specialized administrative duties required to support departmental operations while exercising independent judgment within established policies and procedures. Maintain effective working relationships with faculty, staff, students, vendors, and external stakeholders. Perform other duties as assigned in support of the mission and functions of the Department of Psychology.