What are the responsibilities and job description for the Administrative Specialist position at University of West Florida?
Job no: 495889
Work type: Staff Full-time
Location: Pensacola - Main Campus
Categories: Dean of Students
Work type: Staff Full-time
Location: Pensacola - Main Campus
Categories: Dean of Students
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 Title (Classification Title):
Administrative Specialist 100370
Working Title:
Administrative Specialist
Job Summary:
Manages and coordinates the daily office and administrative operations of the Dean of Students office to ensure essential activities and business functions are appropriately handled including budget related functions, travel, purchasing, event planning and support, and human resource related functions. Provides high-level administrative and clerical support to Dean of Students office staff. Prepares correspondence, agendas, reports, receives visitors, schedules meetings and events, and assists with departmental or divisional initiatives, special projects, and other functions as needed. Supports office staff with guidance regarding university policies and procedures related to essential functions and business processes. Supervises student employees. Maintains department, staff and leave calendars.
Department
Dean of Students-Student 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:
Ability to manage competing priorities with minimal direction in a high stress environment. Experience with MS Office software and electronic databases. Strong writing, organizational, customer service, and project management skills with great attention to detail. Ability to diplomatically handle difficult or urgent matters in a confident and proficient manner and to maintain confidential and sensitive information with tact and discretion. Exercise professionalism with varying levels of internal and external stakeholders. Ability to communicate clearly and concisely to convey appropriate messages, give instructions, and obtain information.
Preferred Qualifications
Previous experience working in a university setting. Working knowledge of UWF policies and procedures. Highly Proficient with Microsoft and Google office programs and competent with software such as Maxient, Banner, Concur. Knowledge of generally accepted budgeting principles and human resource policies and procedures.
Essential Functions / Job Duties:
- 55% - Responsible for coordinating and managing daily office and administrative operations for the Dean of Students office to ensure essential activities and business functions are properly handled. Provide high-level administrative support for staff. Performs various clerical functions such as preparing correspondence, and meeting agendas/minutes, receives visitors, and schedules meetings and events. Uses department specific student conduct software to create files, add notes, and send correspondence. Maintains office equipment and supplies including inventory control. Maintains general and electronic filing system for the office. Prepares statistical and compliance reports, handles internal and external information requests, and creates and tracks multiple spreadsheets for various functions, programs, projects, or events. Educates DOS staff regarding pertinent university policy and business process guidelines. Supervises student employees. Maintains department, staff and leave calendars. - (Essential)
- 35% - Responsible for travel arrangements and budget for all departmental staff. Monitors all departmental budgets and expenses. Reviews and reconciles p-card expenses within the designated university system. Serves as liaison to University departments for budget transfers and other financial matters. Serve as a centralized reviewer for PCard approvers for applicable units and may be designated as a delegate to assist other staff. Responsible for supporting human resource processes and related matters within the department including recruitment, onboarding, training compliance, payroll, personnel action forms (PAF) and offboarding. - (Essential)
- 5% - Supports special projects and departmental events. - (Essential)
- 5% - Other duties as assigned - (Essential)
Physical Demands:
- 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: Occasionally
- Walking: Frequently
- Sitting: Daily
- Reaching with hands and arms: Occasionally
- Climbing or balancing: Occasionally
- Stooping: Occasionally
- Use of hands to handle objects: Occasionally
- 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: Occasionally
Special Requirements or Considerations of the Job:
- This position requires a criminal background screen.
- This position requires fingerprinting.
- This position is eligible for veteran's preference.
Number of Vacancies
1
Work Hours
8:00am-5:00pm
FTE
1
Salary Range
$42,000 - $44,000
Pay Basis
Annually
Closing Date:
02/17/2025
Special Instructions to Applicants:
Candidates must apply online through the University of West Florida website: https://careers.uwf.edu.
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.
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.
Advertised: February 07, 2025
Applications close: February 17, 2025
Salary : $42,000 - $44,000
