What are the responsibilities and job description for the Administrative Specialist 110400 position at University of West Florida?
The University of West Florida is an Equal Opportunity/Access/Disabled/Veteran employer. Any individual requiring special accommodation to apply is requested to advise UWF by contacting UWF Human Resources at 850.474.2694 (voice) or 850.857.6158 (TTY). E-Verify is required for employment. All applications for employment at the University are subject to Florida public records law.
Please review job requirements carefully. Failure to submit all pieces of the application may result in disqualification. Applications are accepted on the University of West Florida career site: https://careers.uwf.edu. For assistance contact UWF Human Resources at 850.474.2694 or jobs@uwf.edu.
Employment based visa sponsorship will NOT be considered for this position.
Position Number: 110400 Position Title (Classification Title): Administrative Specialist 110400 Working Title: Admin Support Specialist Job Summary: The Administrative Specialist provides department and program support services to the UCES team and its stakeholders. The incumbent assists with program and department support duties including p-cards, travel, billing, timesheet review, tracking revenues, game room, and other department procedures related to UCES operations. This position will oversee all day to day operational functions of the Service Desk and Ticket Center including supervision of student employees. The incumbent will also assist with departmental marketing efforts including social media accounts, The position works in an environment requiring strong emphasis on providing superior customer service that supports the University and Departmental mission and values. Department University Commons & Events Services FLSA: Non-Exempt Minimum Qualifications: A high school diploma and four years of appropriate experience. Appropriate college coursework or vocational/technical training may substitute at an equivalent rate for the required experience. Position Qualifications: A high school diploma and four years of appropriate experience. Appropriate college coursework or vocational/technical training may substitute at an equivalent rate for the required experience. Preferred Qualifications Ability to work in a consumer-facing office setting with competing priorities, problem solving, and providing excellent supportive customer service. General knowledge of receiving and sending emails, working in spreadsheets, and shared documents. Provide accurate information through written messages and verbal community. Ability to work in a fast-paced team environment. Knowledge of cash collection, document processing, basic computer applications and basic computer functions. Prioritize, organize, and perform multiple work assignments simultaneously. Essential Functions / Job Duties:
Applicants are required to attach a resume, cover letter and contact information for three references.
An opportunity to upload these documents will be provided during the application process.
For assistance, please contact Human Resources at 850-474-2694 or email jobs@uwf.edu.
This position allows eligible veterans and their spouses to claim Veterans' Preference pursuant to Section 295.07, F.S.; applicants claiming preference are responsible for providing required documentation on or before the posting deadline date as such documentation is required for eligibility determination. Supporting documentation, in addition to the DD214, may be required based on eligibility criteria. For information on obtaining a DD214, visit http://www.archives.gov/veterans/military-service-records/ or call 1-866-272-6272.
At the conclusion of this search, if a non-preference eligible applicant is appointed to the position and you are a preference-eligible applicant and believe that you were not afforded employment preference in accordance with applicable Florida law and regulation, a written complaint requesting an investigation may be submitted to the Florida Department of Veterans' Affairs, Division of Benefits and Assistance, 9500 Bay Pines Blvd., Room 214, St. Petersburg, Florida 33708. Such a complaint should be filed within 60 calendar days from the date that the notice the position has been filled is received by the applicant pursuant to Sections 120.569 and 120.57, F.S.
Prior to filing a complaint, it is the responsibility of the preference-eligible applicant to contact the designated Human Resources or other contact person at least one time after 45 days have passed from the final date for submitting an application or the interview date, whichever is later in time, if the applicant has not received notice of a hiring decision.
Please review job requirements carefully. Failure to submit all pieces of the application may result in disqualification. Applications are accepted on the University of West Florida career site: https://careers.uwf.edu. For assistance contact UWF Human Resources at 850.474.2694 or jobs@uwf.edu.
Employment based visa sponsorship will NOT be considered for this position.
Position Number: 110400 Position Title (Classification Title): Administrative Specialist 110400 Working Title: Admin Support Specialist Job Summary: The Administrative Specialist provides department and program support services to the UCES team and its stakeholders. The incumbent assists with program and department support duties including p-cards, travel, billing, timesheet review, tracking revenues, game room, and other department procedures related to UCES operations. This position will oversee all day to day operational functions of the Service Desk and Ticket Center including supervision of student employees. The incumbent will also assist with departmental marketing efforts including social media accounts, The position works in an environment requiring strong emphasis on providing superior customer service that supports the University and Departmental mission and values. Department University Commons & Events Services FLSA: Non-Exempt Minimum Qualifications: A high school diploma and four years of appropriate experience. Appropriate college coursework or vocational/technical training may substitute at an equivalent rate for the required experience. Position Qualifications: A high school diploma and four years of appropriate experience. Appropriate college coursework or vocational/technical training may substitute at an equivalent rate for the required experience. Preferred Qualifications Ability to work in a consumer-facing office setting with competing priorities, problem solving, and providing excellent supportive customer service. General knowledge of receiving and sending emails, working in spreadsheets, and shared documents. Provide accurate information through written messages and verbal community. Ability to work in a fast-paced team environment. Knowledge of cash collection, document processing, basic computer applications and basic computer functions. Prioritize, organize, and perform multiple work assignments simultaneously. Essential Functions / Job Duties:
- 25% - The role balances the operation demands by providing day to day support to all UCES employees and patrons. This staff member will oversees daily operations of Service Desk and Ticket Center. This includes performing and verifying daily deposits, billing, ticketing and register information, securing daily petty cash records and funds, printing services transactions, student identification funds, and other administration related to Service Desk and Ticket Center operations. - (Essential)
- 20% - Assist with oversight of departmental fiscal accounts. Provide daily monitoring, tracking, and reconciliation of all departments accounts. Provides input into the budget planning process and recommending budget expenditures for programming and other building services purchases. Serve as cash collection designee and working closely with Financial Services to provide receipts for paid vendors, collect past due balances, and reconcile financial reports. - (Essential)
- 15% - Schedule student employee shifts, approve hours worked, and time off requests. Assign duties, providing performance feedback. Develop and maintain the Service Desk and Ticket Center training manual and procedural guides. Attend monthly student employee meetings. Recruit, hire, train, develop and mentor student staff responsible for the day-to-day operations of the Service Desk and Ticket Center. - (Essential)
- 10 % - Provide administrative support to UCES units. Assist with purchasing, travel processes, office supply ordering, event billing, and other administration that supports daily operations for staff and student employees. - (Essential)
- 10% - Work with staff members to complete hiring, on-boarding, and off-boarding for employees. Oversight of student employment department emails and communication methods. - (Essential)
- 5% - Attend weekly event services meetings. Assist with on-site event support during large events taking place in department venues. - (Essential)
- 5% - Work with divisional marketing team on outreach and marketing tools, including website, social media accounts, and printed or digital pieces promoting department programs and services. - (Essential)
- 5% - Assist in office closing preparation related to severe weather or unplanned University closures. - (Essential)
- 5% - Other duties as assigned. - (Essential)
- Physical Requirements: Occasional and/or light lifting required. Limited exposure to elements such as heat, cold, noise, dust, dirt, chemicals, etc., but none to the point of being disagreeable. May involve minor safety hazards where likely results would be cuts, bruises, etc.
- Impact of Deadlines: Routine deadlines. Usually sufficient lead time. Variance in work volume, seasonal, and predictable. Priorities can be anticipated. Some interruptions are present. Involves occasional exposure to demands/pressures from persons other than immediate sup.
- Standing: Daily
- Walking: Daily
- Sitting: Daily
- Reaching with hands and arms: Daily
- Climbing or balancing: Occasionally
- Stooping: Occasionally
- Use of hands to handle objects: Daily
- Lifting up to 10lbs: Occasionally
- Lifting up to 25lbs: Occasionally
- Lifting over 25lbs: Occasionally
- Talking as express or exchange of ideas verbally: Daily
- Hearing as perceive sound by ear: Daily
- Vision as distinguish colors & depth: Daily
- This position requires a criminal background screen.
- This position requires fingerprinting.
- This position is eligible for veteran's preference.
Applicants are required to attach a resume, cover letter and contact information for three references.
An opportunity to upload these documents will be provided during the application process.
For assistance, please contact Human Resources at 850-474-2694 or email jobs@uwf.edu.
This position allows eligible veterans and their spouses to claim Veterans' Preference pursuant to Section 295.07, F.S.; applicants claiming preference are responsible for providing required documentation on or before the posting deadline date as such documentation is required for eligibility determination. Supporting documentation, in addition to the DD214, may be required based on eligibility criteria. For information on obtaining a DD214, visit http://www.archives.gov/veterans/military-service-records/ or call 1-866-272-6272.
At the conclusion of this search, if a non-preference eligible applicant is appointed to the position and you are a preference-eligible applicant and believe that you were not afforded employment preference in accordance with applicable Florida law and regulation, a written complaint requesting an investigation may be submitted to the Florida Department of Veterans' Affairs, Division of Benefits and Assistance, 9500 Bay Pines Blvd., Room 214, St. Petersburg, Florida 33708. Such a complaint should be filed within 60 calendar days from the date that the notice the position has been filled is received by the applicant pursuant to Sections 120.569 and 120.57, F.S.
Prior to filing a complaint, it is the responsibility of the preference-eligible applicant to contact the designated Human Resources or other contact person at least one time after 45 days have passed from the final date for submitting an application or the interview date, whichever is later in time, if the applicant has not received notice of a hiring decision.
Salary : $40,000
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