KML Administrative Specialist (Finance)

Administrative Specialist - Keys Marine Laboratory

Dept Number/Name: 0-4710-000 / Florida Institute of Oceanography

College Division: Academic Affairs - Florida Institute of Oceanography

Salary Plan: Staff

Hiring Salary Range: $46,000.00 - $52,000.00

Location: Keys Marine Laboratory, Long Key (Layton), FL

Position Number: 100014856

ORGANIZATIONAL SUMMARY:

The State of Florida Institute of Oceanography (FIO) is engaged in marine research, education, and resource management at the University of South Florida. FIO provides collaborating opportunities across academia, government, and private sector for educational, training, research, and public outreach for students and scientists across the state of Florida. The FIO currently operates a fleet of oceanographic research vessels and a marine facility (Keys Marine Lab) which supports and enables research and education across the state of Florida, offering unique opportunities for college level education and research studying marine ecosystems. FIO acquired the Research Vessel Western Flyer in November 2022, which will be used to expand upon educational and research activities through the use of the deep-sea remotely operated vehicle (ROV) Taurus.

For nearly half a century, Florida's coastline and marine life has been protected and monitored by the Florida Institute of Oceanography providing a shared resource across the State University System (SUS). The Florida Institute of Oceanography (FIO) is an Institute of the University of South Florida (USF) encompassing a Consortium that consists of 35 members across the State. Established by the Florida Board of Governors, FIO provides support and shares marine science resources between the state's universities and private, nonprofit marine research entities. FIO operates the R/V Western Flyer, R/V Weatherbird II, R/V Hogarth and the Keys Marine Laboratory in Layton, Florida. The Keys Marine Laboratory (KML) is a full-service marine field station and a regional hub supporting academic, research, and restoration for the local, state, and international science communities since 1992. KML is a satellite campus for USF.

Combined, these platforms have supported over 10,000 undergraduate and graduate students Statewide since 2009, allowing students to connect first-hand with scientific research conducted along Florida's coast. FIO operates under a Memorandum of Understanding with 34 institutions and agencies engaged in marine research, education and resources management, including all 12 public universities providing collaborating opportunities across academia, government, and private sector for educational, training, research and public outreach opportunities for students and scientists across Florida.

POSITION SUMMARY:

The Administrative Specialist performs high-level office support duties and provides specialized program support for the Keys Marine Lab. Administrative Specialists perform a wide range of administrative duties including conducting research, preparing statistical reports and spreadsheets, preparing correspondence, reports, and presentations, handling information requests, planning conferences and meetings, providing purchasing and billing support, making travel arrangements, and maintaining calendars and schedules.MINIMUM QUALIFICATIONS:

This position requires a high school diploma or equivalent, with at least four years of experience in an office or administrative support position. Additional education may not be substituted for this experience requirement. Must be willing to relocate to the Florida Keys.

PREFERRED QUALIFICATIONS:

This position requires proficiency with Microsoft Excel and other Microsoft Office products; previous experience with higher education and systems such as OASIS, FAST, Oracle, PeopleSoft also preferred.

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.Working at USF
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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.
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About USF
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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 .
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Compliance and Federal Notices
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This position may be subject to a Level 1 or Level 2 criminal background check.
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Applicants have rights under Federal Employment Laws :
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Family and Medical Leave Act (FMLA)
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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.

• Assists with billing to include but not be limited to preparing client estimates, submitting bills for client approval, preparing and processing invoices, maintaining the Accounts Receivables Tracking spreadsheet, and compiling information for reports.
• Supports purchasing requirements for department including but not limited to research items and obtaining price quotes, entering information into university systems, receiving and generating purchase orders, and maintaining P-Card information as required.
• Responds to and initiates routine inquiries including but not limited to providing information, assistance, and services to clients contracting the main office, answering inquiries independently in person, by telephone, or in electronic or paper correspondence.
• Assists with scheduling and preparation for arrival of scientific groups including but not limited to data entry and record keeping, creation of welcome packets, and preparation of dormitories.
• Manages vendor and client files and contact information, organizing files/records and tracking user data to assist with quarterly and annual metrics reports.
• Performs other duties as assigned.