ORGANIZATIONAL SUMMARY:

USF's Office of Administrative Services (OAS) is made up of the dedicated people who keep our campus, the equivalent of a medium-sized city, moving forward. This team delivers essential services across USF's multiple campuses and locations that together total 11 sites, 1,646 acres, 350 buildings, and 12.8 million gross square feet. With responsibilities that include land use and planning, construction and development, maintenance and utilities, custodial and grounds services, parking and the Bull Runner bus system, environmental health and safety, university police, and emergency management; the OAS team has a wide-reaching impact that touches nearly every aspect of the University of South Florida community in support of the university's mission and strategic plan.

On USF's Tampa campus, the OAS team performs a broad scope of services that includes processing and completing over 45,000 work orders annually, providing custodial and maintenance services for 83 buildings totaling 4.5 million square feet, managing over 350 construction and renovation projects each year, providing utilities services for 350 buildings totaling 12.8 million square feet, maintaining 20,500 parking spaces across 93 surface lots and 4 garages, operation and maintenance of a fleet of 26 buses, and performing grounds care of 500 acres of space.

OAS is a service organization and believes that providing excellent customer service starts with an engaged workforce. To that end, we are dedicated to offering opportunities for professional development and growth, providing the job resources necessary for success, fostering open communication and feedback at all levels, and recognizing the achievements of our team members!

USF's Department of Emergency Management (DEM) is a university-wide function that coordinates activities to protect, prevent and mitigate against; respond to; and recover from disasters and emergencies affecting the university. Using an all-hazards approach, USF EM coordinates emergency operations to enhance a safe and secure environment at USF that is conducive to living, learning, and working. USF holds accreditation by the Emergency Management Accreditation Program (EMAP), one of fewer than 10 universities in the country with this national recognition for emergency preparedness.

POSITION SUMMARY:

This position provides higher level office support and specialized program support for the Departments of Emergency Management (DEM) and Facilities Information Services (FIS), including but not limited to, preparing reports, correspondence, presentations, surveys, and spreadsheets; handling information requests; planning and scheduling meetings; maintaining calendars, schedules, departmental email accounts, and email groups in listserv; conducting research; and fulfilling additional administration requirements for DEM and FIS. This position provides administrative support to the University's Emergency Management Program, which is an accredited program through Emergency Management Accreditation Program (EMAP), by managing the Essential Personnel program and entering and tracking training records in a variety of systems and applications. This position is cross-trained in many tasks and responsibilities of other Administrative Specialists in FIS and Emergency Management Coordinators in DEM. This position also supports and serves in the University's Emergency Operations Center during disasters and emergencies.

RESPONSIBILITIES:

Performs specialized administrative duties required to support the University's Emergency Management (EM) Program. This includes, but is not limited to, managing the USF Essential Personnel program; overseeing the EM email account and listservs; tracking and entering EM training attendance and rosters; planning and scheduling a variety of EM meetings; and researching items and obtaining quotes for EM promotional materials.

Manages work orders from the university community via phone, web, email, and in person, accurately entering information into the system. Prioritizes emergency and routine requests, directing them to the appropriate work area. Handles incoming calls for the Office of Administrative Services, routing them and
taking messages as needed. Maintains high customer service standards by following department guidelines and suggesting improvements. Builds strong relationships between Facilities Management and the USF community, explaining policies, resolving issues independently, and updating workflow documentation.

Composes and /or prepares correspondence, memoranda, calendars, meeting agendas and minutes, presentations, forms, manuals, reports, and surveys. This includes, but is not limited to, EM monthly calendars, weather briefs, agendas and minutes for a variety of EM meetings, training needs assessment and other surveys, EM meeting presentations, and procedure manuals.

Assists in coordination of the University's Space Impact and Event Request processes, ensuring timely processing by verifying customer-provided information. Organizes meetings and appointments for Facilities Management departments and their conference rooms. Provides specialized administrative support for Emergency Management and Facilities Information Services, making decisions within established guidelines.

Supports and serves in the University's Emergency Operations Center (EOC) during disasters and emergencies. May serve in a variety of positions in the EOC to include the EOC Scribe, Document Unit Leader, or other support functions.

Performs other duties as assigned.

POSITION QUALIFICATIONS:

MINIMUM:

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.

PREFERRED:

Associates degree and four years administrative support experience. Experience in administrative support of an emergency management operation.

SPECIAL SKILLS/TRAINING:

Knowledge of and training in the National Incident Management System (NIMS), Incident Command Structure (ICS), Emergency Management Accreditation Program (EMAP) standards, and other emergency management best practices, concepts, and systems.