EH&S Department Administrator

Organizational Summary:

USF Environmental Health and Safety (EH&S) implements policies, procedures and programs designed to protect life, property, and the environment. EH&S promotes a culture of safety by advancing adherence to the principles of safety, environmental compliance, and risk management, and assists the university community in achieving positive outcomes through education, hazard assessment, exposure mitigation, and the responsible management of hazardous materials.

Position Summary:

The EHS Department Administrator reports to the Environmental Health and Safety (EHS) Director. This position plays a critical role in the day-to-day operations of the department, with a primary focus on budget management, administrative and operational support. The role requires strong technical and analytical skills to administer the system, support the EHS team, generate reports, and ensure effective use across the department. In addition, the position assists with budget tracking and procurement in compliance with university policies and procedures. This position also provides general administrative support to the EHS Director and team, contributing to smooth internal operations and interdepartmental coordination.

Administrative and Operational Support:

• Assist with organizing departmental meetings, training, all new hire onboarding activities/meetings, etc.
• Draft correspondence, presentations, and internal documentation as requested.
• Provide administrative support to the EHS Director and EHS team, including scheduling, meeting coordination, and communications.
• Maintain records, digital filing systems, and office supplies.
• Collaborate with other departments to ensure consistent and effective administrative processes.
• Coordinate any travel arrangements for EHS staff.

Budget, Purchasing, and Procurement Support:

• Track departmental budget and assist the EHS Director with forecasting and planning.
• Monitor purchases to ensure compliance with university procurement procedures.
• Coordinate the creation and maintenance of vendor agreements in collaboration with Procurement Services.
• Manage receipts, purchase documentation, and recordkeeping in support of auditing and reporting needs.
• Manage all purchases for the department.
• Utilize appropriate financial systems and tools to track spending and reconcile purchases.

EHS Management System Administration:

• Serve as an administrator for the Environmental Health and Safety Management System.
• Manage user account management, permissions, and workflow setup.
• Provide technical support and system training to departmental module leads and end users.
• Generate data reports, dashboards, and analysis to support decision-making and compliance requirements.
• Coordinate with the system vendor and University IT for system enhancements, integrations, and troubleshooting.
• Support process improvement by maximizing system functionality and assisting with optimization of EHS workflows.

Other Duties as Assigned:

• Participate in cross-functional initiatives and projects to support departmental goals.
• Serve as a liaison between EHS and internal/external stakeholders when needed.
• Support team coverage and continuity in collaboration with other administrative support personnel.
• Assist in reviews of events/activities and other risk management support as needed.

Minimum Qualifications:

This position requires Bachelor’s degree and 2 years of experience in an office, finance, EHS, or administrative support position.

FLSB1310 Equivalency: 4 years of directly relevant experience may be substituted for bachelor's degree. 6 years of directly relevant experience may be substituted for master's degree.

Preferred Qualifications:

• Excellent written and verbal communication skills
• Two or more years of administrative, financial or EHS experience.
• Demonstrated ability to utilize software systems or databases and analyze data.
• Strong technical skills including Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), and comfort with data dashboards and reporting.
• Familiarity with EHS or compliance systems is highly desirable.
• Prior experience with procurement, vendor agreements, and financial tracking.
• Ability to handle multiple priorities in a fast-paced environment with accuracy and professionalism.

• Experience in higher education or a large institutional setting preferred.
  

This position may be subject to a Level 1 or Level 2 criminal background check.

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. Contact the USF ADA Lead ( [email protected] ) to coordinate your accommodation request.

The University of South Florida is a high-impact global research university dedicated to student success. Over the past 10 years, no other public university in the country has risen faster in U.S. News and World Report's national university rankings than USF. Serving more than 50,000 students on campuses in Tampa, St. Petersburg and Sarasota-Manatee, USF is designated as a Preeminent State Research University by the Florida Board of Governors, placing it in the most elite category among the state's 12 public universities. USF is a member of the American Athletic Conference.

Working at USF

With more than 16,000 employees at USF, the University of South Florida is one of the largest employers in the Tampa Bay region. At USF you will find opportunities to excel in a rich academic environment that fosters the development and advancement of our employees. We believe in creating a talented, engaged and driven workforce through on-going development and career opportunities. We also offer a first class benefit package that includes medical, dental and life insurance plans, retirement plan options, tuition program and generous leave programs and more.