Program Assistant Two Jobs in Tampa, FL (NOW HIRING)

Wellness Services at the University of Tampa has a position available for a Staff Assistant II. Under general supervision, this position performs administrative duties which include maintaining department accounts, compiling information and analyzing data, and preparing reports; coordinates activities of a department project or program; coordinates department computing and software resources, including web activities; prepares and processes correspondence, agendas, general papers, manuscripts, and/or publication materials; prepares purchasing and timekeeping information; provides administrative support for department and relevant student organizations; and supervises front desk student staff.

As a member of the Office of Student Affairs, this position will uphold the values of data-informed practice, sense of belonging, overall well-being, professional staff development, retention and persistence, and Spartan Ready® culture. The work of this position will intentionally align with strategic focus areas to advance the mission and vision of Student Affairs, which results in student learning and support for students to grow as global citizens.

Responsibilities:

Administrative & Office Management

• Prepare and process confidential correspondence, reports, agendas, meeting minutes, contracts, schedules, and grants; draft routine emails, memos, and letters.
• Manage front desk operations and maintain a clean, organized, and functional reception area, conference room, break room, and storage spaces.
• Answer and route phone calls; manage departmental calendars; schedule appointments and meetings; take and distribute meeting minutes (including staff meetings and committee meetings).
• Arrange conferences, meetings, and special events; prepare meeting materials; coordinate travel arrangements and process expense reports.
• Monitor and maintain office inventory and supply orders.

Data, Budget, & Technology Management:

• Maintain departmental databases, budgets, and purchasing and accounting records; ensure accurate cash controls and billing processes.
• Manage accounts receivable systems; process personnel records for professional and student employees.
• Support onboarding for new staff and student employees.
• Gather, research, and analyze data for departmental reporting and decision-making.
• Maintain and update departmental web pages, including Sykes Chapel, Spiritual Programs, and Wellness.
• Support departmental computing and software systems, including the online alcohol and other drug assessment program and mandatory incoming-student prevention programs.

Program & Event Coordination

• Regularly coordinate activities for department projects, programs, and events.
• Coordinate reservations, requests, and logistical support for peer education programs and student spiritual organizations.
• Assist with promotional efforts, including printing materials, ordering educational supplies, and maintaining inventory of pamphlets and giveaways.

Student Staff Supervision

• Hire, train, supervise, and provide guidance to student staff.

Professional Development & Technology Adoption

• Attend trainings and actively learn and utilize university-wide systems and department-specific technology platforms such as Workday, Navigate, Qualtrics and Vector Solutions.

Qualifications:

• High school diploma or equivalent; supplemented with related coursework, and one (1) year of related work experience.
• Knowledge of office practices and procedures.
• Knowledge of computing hardware and software resources, including web activity.
• Interpersonal/human relations skills.
• Verbal and written communication skills.
• Program coordination and organization/planning skills.
• Accounting and bookkeeping skills.
• Ability to compose and edit correspondence.
• Ability to prepare reports and publications.
• Ability to manage multiple tasks simultaneously.
• Ability to type and operate personal computer, various software programs, and modern office equipment.
• Ability to maintain confidentiality.
• Knowledge of or the ability to learn quickly The University of Tampa software programs such as Workday, Microsoft Office and website platform

Required Attachments:

• Cover Letter
• Resume

Work Schedule:

Monday through Friday, 8:30 a.m. to 5:30 p.m.

Summer – Monday through Thursday, 8:00 a.m. to 5:30 p.m.

Background Check Requirements:

Finalists may be required to submit to a criminal background check.

Submission Guidelines

To receive full consideration for employment with The University of Tampa, please be sure to submit/upload required documents for this position at time of application submission. Required documents should be submitted in the attachment box at the bottom of the "My Experience" page of the application before continuing through the application.

Background Check Requirements

Finalists may be required to submit to a criminal background check. Some positions may also require a motor vehicle report and/or a credit report.

Additional Information

This description is intended to be generic in nature. It is not to determine specific duties and responsibilities for any particular position. Essential functions and overtime eligibility may vary based on the specific task assigned to the position.