Administrative Specialist
4.
2 Pensacola, FL Pensacola, FL Full-time Full-time $44,000 a year $44,000 a year 11 hours ago 11 hours ago 11 hours ago Job no:
495274 Work type:
Staff Full-time Location:
Pensacola - Main Campus Categories:
Staff, College of Business The University of West Florida is an Equal Opportunity/Access/Affirmative Action/Disabled/Veteran employer.
Any individual requiring special accommodation to apply is requested to advise UWF by contacting UWF Human Resources at 1-850-474-2694 (voice) or 1-850-857-6158 (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 email protected .
Employment based visa sponsorship will NOT be considered for this position.
Position Number:
102470 Position Title (Classification Title):
Administrative Specialist 102470 Working Title:
Administrative Specialist Job
Summary:
Responsible for the organization and supervision of the daily activities to ensure that the department runs smoothly to achieve its goals and objectives.
As the full-time administrative office support, coordinates departmental operations including implementing departmental policies and procedures.
Assists Chair, Assistant Chair, 13 regular faculty, and multiple adjunct instructors with and performs a variety of administrative duties requiring independent judgment and knowledge of department, college, and university policies and procedures.
Provides support to the Center associated with this department.
Provides support to the student organization associated with this department, as well as, the Policy Computer Lab.
Supervises and assigns all duties performed by college work study students and graduate assistants.
This position is full-time with a Monday through Friday from 8am-5pm work schedule.
Remote work is not an option.
Department Dept.
of Business Administration 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:
Knowledge of office procedures and practices including the following:
principles and techniques of effective verbal and written communication; supervisory principles; budgeting; event planning, methods of data collection, excellent customer service skills and the ability to work occasional night and weekend hours, as necessary.
Preferred Qualifications High school plus 5 years experience.
years in an administrative support environment; knowledge of university procedures:
experience with event planning, experience in a higher-education setting to include a university purchasing card and purchase requisition systems, excellent computer skills; excellent communication skills; flexible and dependable.
Experience with database systems is a plus.
Essential Functions / Job Duties:
10% - Functions as the full-time administrative support for the Department Chair, Assistant Chair, 13 regular faculty and multiple adjunct instructors.
Provides support to the Center, student organization and Policy Lab associated with this department.
Provides supplemental support by monitoring departmental email and voicemail, answering questions when able, and forwarding to other departments as appropriate.
Receives, screens and routes telephone calls, answers questions which may involve interpretation of policies and procedures.
Represents the department when in contact with university officials, faculty, staff, students, local and regional business leaders and the public.
Establishes and maintains digital and physical filing system for all materials relating to faculty and staff maintaining confidentiality of same.
Maintains, improves, and documents department business processes.
Maintains department storage closets and equipment.
- (Essential) 15% - Maintains all budgets (approximately $50,000) assigned to the department to include E&G, Foundation and the department's RAE seed account.
Accesses ledgers from Information Navigator and Advancement Reports for monthly reconciliation.
Knows how to access account numbers, object codes, voucher numbers, encumbered and unencumbered funds.
Advises Chair of balances in each account.
Authorizes expenditures.
Prepares and submits payment paperwork for foundation funds and Direct Pay Requests as needed with proper documentation and justification.
Processes journal entries as needed.
Prepares purchase requisitions as appropriate.
Purchases all office supplies and equipment for department.
Prints out p-card reconciliation report each month.
Attaches copies of each invoice to the report.
Audits invoice for date, amount, cardholder signature, and approver signature.
Initiates and participates in jira tickets for contracts, Procurement and Foundation approvals, Environmental Health and Safety, and assistance with technology.
Attaches these approvals to invoices and PCard reports as backup documentation.
- (Essential) 5% - Supervises federal work study/OPS students and graduate assistants by establishing priorities and assigning work, and monitoring and approving timesheets.
Interviews, selects, hires, trains, and terminates student support staff.
Resolves problems in relation to student affairs and administrative areas.
- (Essential) 10% - Makes decisions on behalf of the Chair in defined areas and provides guidance and assistance in helping the department achieve its goals.
Accomplishes tasks and makes most decisions independently.
Ensures a good working relationship in department.
Assists the Chair with calendar maintenance and scheduling meetings.
Responsible for keeping Chair apprised of all deadline dates for various reports and documents-Annual Reports, CAERs, teaching schedules, program assessment reports, CCRs, Tenure, Promotion, and Post Tenure Review, Faculty Annual Reviews, and others.
Assists Chair in collecting, compiling, and organizing data for these various reports.
Prepares drafts and final reports, as necessary.
Keeps abreast of changes in academic and university policies, communicates these changes to faculty and coordinates with Chair methods for implementing these changes in the department.
Proposes recordkeeping and filing maintenance procedures within the department.
Requests syllabi and office hours from faculty, ensuring timely uploads each semester.
- (Essential) 10% - Establishes and maintains files on all course offerings in the department.
Coordinates course scheduling with Chair and faculty and submits semester schedule information via various spreadsheets and Google Docs.
Works with scheduling coordinator to ensure appropriate room assignments.
Maintains contact and submits jira tickets to Records and Registration when changes to schedule occur.
Maintains current degree plans and course sequencing guides for department majors, minors and any certificate programs.
Assists the Chair by collecting information and maintaining records associated with CCRs.
Schedules faculty discipline meetings to discuss CCRs.
- (Essential) 10% - Prepares faculty assignment letters for the Academic year.
These letters align with faculty contracts.
Special attention is paid to release time and sabbaticals.
Orders books for all courses through the University Bookstore.
Contacts book representatives when necessary for desk copies, custom textbooks, and instructor ancillary materials.
Attends and records minutes at departmental faculty meetings.
Contributes to discussions dealing with departmental affairs, policies, procedures, staff, and student concerns.
Ensures follow-up actions are completed.
- (Essential) 10% - Assists the Chair in faculty searches by being familiar with PageUp, the recruiting tool from Human Resources.
Coordinates meeting times for search committee meetings.
Contacts newspapers, online job resources and human resources to place faculty advertisements.
Maintains files for applicants as necessary and organizes notices and meetings to comply with the Florida Sunshine Law.
Represents the department by contacting applicants via phone or email to schedule meet and greets at conferences.
Creates a campus interview schedule with department faculty, the Dean's office, and schedules evening meals.
Once new faculty are hired, this employee requests building/room keys, telephone, and long- distance pins.
Works with faculty to set-up ArgoNet account, E-learning training, access to Classmate, new employee training, book representatives and any other training to help them learn the UWF way.
- (Essential) 10% - For eligible faculty members who seek promotion and tenure, this employee obtains the latest procedures, department guidelines, calendar, and Bylaws from the Academic Affairs web page and provides them to the Chair and faculty.
Then prints the calendar and provides it to the Chair.
Collects, compiles, and organizes the annual evaluations with student comments, new hire letter, and Annual Faculty Assignment Letters to provide to faculty for their dossiers.
Responsible for keeping Chair appraised of all deadline dates for various reports and documents such as:
Promotion/Tenure, Post Tenure Review, Annual Evaluations, Annual Report and CAERS.
Provide assistance in collecting data for the Chair.
Assists Chair by typing updates to bylaws and by obtaining bylaw feedback from faculty members.
Assists Chair by gathering and organizing data, typing, and proofreading departmental reports.
Assists Chair with collection, compilation, organization, typing and proofreading assessment reports.
Assists Chair with clerical and administrative duties and maintains affiliation agreement files/documents related to internships.
- (Essential) 10% - Maintains a checkout log for equipment checked out less than 10 days and ensures items are returned when due back to campus.
Ensures equipment is shipped to the COB Computer Services office so the equipment can be tagged and logged as an attractive asset.
Identifies equipment that needs to be surplused.
Surpluses equipment via jira ticket.
Maintains communication with officers of the student organizations associated with the department.
Assists as necessary with setting up local and regional student tours and events associated with the department Center and student associations.
Sends and acquires student waiver forms and informs the Dean's office, makes payments as necessary, etc.
Provides additional clerical support, as necessary.
Other duties assigned by Chair and requested by faculty such as:
process all work orders for building and classrooms used by professors - air conditioning, heating, leaks, phone, broken chairs, toilet issues, etc.
Yearly purges student files and student evaluations based on Record Retention Guidelines and sends to Records for disposition.
Each semester provides assistance to faculty members and adjuncts by copying class handouts.
Copies and sorts tests for faculty and adjuncts making sure scantrons and pencils are in test packets.
- (Essential) 10% - In regard to the Capstone class, MAN 4720, issues overrides for prerequisite holds.
Maintains departmental waiting lists for capstone course.
Notifies students if they have enrolled in a course more than once.
Monitors prerequisite checker and notifies students to drop classes, as necessary.
Responsible for the notification email to all COB students regarding registration.
Assists Chair by setting up and preparing for the departmental Advisory Council meetings with local and regional business leaders.
Corresponds with business leaders as necessary to facilitate these meetings.
Takes minutes at these meetings for follow up on action items as necessary.
Changes the combination to the Policy Computer Lab as needed and informs the applicable Policy students.
Supports the lab by ordering supplies as necessary.
- (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:
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:
Daily Lifting up to 25lbs:
Occasionally Lifting over 25lbs:
Never Talking as express or exchange of ideas verbally:
Daily Hearing as perceive sound by ear:
Daily Vision as distinguish colors & depth:
Daily Special Requirements or Considerations of the Job:
This position is eligible for veteran's preference.
This position requires fingerprinting.
This position requires a criminal background screen.
Number of Vacancies 1 Work Hours 8:
00 - 5:
00, occasional night and weekend hours, as necessary FTE 1.
0 Salary Range 44,000.
00 Pay Basis Annually Closing Date:
11/27/2023 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 email protected .
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 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:
November 08, 2023 Applications close:
November 27, 2023.
Estimated Salary: $20 to $28 per hour based on qualifications.
2 Pensacola, FL Pensacola, FL Full-time Full-time $44,000 a year $44,000 a year 11 hours ago 11 hours ago 11 hours ago Job no:
495274 Work type:
Staff Full-time Location:
Pensacola - Main Campus Categories:
Staff, College of Business The University of West Florida is an Equal Opportunity/Access/Affirmative Action/Disabled/Veteran employer.
Any individual requiring special accommodation to apply is requested to advise UWF by contacting UWF Human Resources at 1-850-474-2694 (voice) or 1-850-857-6158 (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 email protected .
Employment based visa sponsorship will NOT be considered for this position.
Position Number:
102470 Position Title (Classification Title):
Administrative Specialist 102470 Working Title:
Administrative Specialist Job
Summary:
Responsible for the organization and supervision of the daily activities to ensure that the department runs smoothly to achieve its goals and objectives.
As the full-time administrative office support, coordinates departmental operations including implementing departmental policies and procedures.
Assists Chair, Assistant Chair, 13 regular faculty, and multiple adjunct instructors with and performs a variety of administrative duties requiring independent judgment and knowledge of department, college, and university policies and procedures.
Provides support to the Center associated with this department.
Provides support to the student organization associated with this department, as well as, the Policy Computer Lab.
Supervises and assigns all duties performed by college work study students and graduate assistants.
This position is full-time with a Monday through Friday from 8am-5pm work schedule.
Remote work is not an option.
Department Dept.
of Business Administration 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:
Knowledge of office procedures and practices including the following:
principles and techniques of effective verbal and written communication; supervisory principles; budgeting; event planning, methods of data collection, excellent customer service skills and the ability to work occasional night and weekend hours, as necessary.
Preferred Qualifications High school plus 5 years experience.
years in an administrative support environment; knowledge of university procedures:
experience with event planning, experience in a higher-education setting to include a university purchasing card and purchase requisition systems, excellent computer skills; excellent communication skills; flexible and dependable.
Experience with database systems is a plus.
Essential Functions / Job Duties:
10% - Functions as the full-time administrative support for the Department Chair, Assistant Chair, 13 regular faculty and multiple adjunct instructors.
Provides support to the Center, student organization and Policy Lab associated with this department.
Provides supplemental support by monitoring departmental email and voicemail, answering questions when able, and forwarding to other departments as appropriate.
Receives, screens and routes telephone calls, answers questions which may involve interpretation of policies and procedures.
Represents the department when in contact with university officials, faculty, staff, students, local and regional business leaders and the public.
Establishes and maintains digital and physical filing system for all materials relating to faculty and staff maintaining confidentiality of same.
Maintains, improves, and documents department business processes.
Maintains department storage closets and equipment.
- (Essential) 15% - Maintains all budgets (approximately $50,000) assigned to the department to include E&G, Foundation and the department's RAE seed account.
Accesses ledgers from Information Navigator and Advancement Reports for monthly reconciliation.
Knows how to access account numbers, object codes, voucher numbers, encumbered and unencumbered funds.
Advises Chair of balances in each account.
Authorizes expenditures.
Prepares and submits payment paperwork for foundation funds and Direct Pay Requests as needed with proper documentation and justification.
Processes journal entries as needed.
Prepares purchase requisitions as appropriate.
Purchases all office supplies and equipment for department.
Prints out p-card reconciliation report each month.
Attaches copies of each invoice to the report.
Audits invoice for date, amount, cardholder signature, and approver signature.
Initiates and participates in jira tickets for contracts, Procurement and Foundation approvals, Environmental Health and Safety, and assistance with technology.
Attaches these approvals to invoices and PCard reports as backup documentation.
- (Essential) 5% - Supervises federal work study/OPS students and graduate assistants by establishing priorities and assigning work, and monitoring and approving timesheets.
Interviews, selects, hires, trains, and terminates student support staff.
Resolves problems in relation to student affairs and administrative areas.
- (Essential) 10% - Makes decisions on behalf of the Chair in defined areas and provides guidance and assistance in helping the department achieve its goals.
Accomplishes tasks and makes most decisions independently.
Ensures a good working relationship in department.
Assists the Chair with calendar maintenance and scheduling meetings.
Responsible for keeping Chair apprised of all deadline dates for various reports and documents-Annual Reports, CAERs, teaching schedules, program assessment reports, CCRs, Tenure, Promotion, and Post Tenure Review, Faculty Annual Reviews, and others.
Assists Chair in collecting, compiling, and organizing data for these various reports.
Prepares drafts and final reports, as necessary.
Keeps abreast of changes in academic and university policies, communicates these changes to faculty and coordinates with Chair methods for implementing these changes in the department.
Proposes recordkeeping and filing maintenance procedures within the department.
Requests syllabi and office hours from faculty, ensuring timely uploads each semester.
- (Essential) 10% - Establishes and maintains files on all course offerings in the department.
Coordinates course scheduling with Chair and faculty and submits semester schedule information via various spreadsheets and Google Docs.
Works with scheduling coordinator to ensure appropriate room assignments.
Maintains contact and submits jira tickets to Records and Registration when changes to schedule occur.
Maintains current degree plans and course sequencing guides for department majors, minors and any certificate programs.
Assists the Chair by collecting information and maintaining records associated with CCRs.
Schedules faculty discipline meetings to discuss CCRs.
- (Essential) 10% - Prepares faculty assignment letters for the Academic year.
These letters align with faculty contracts.
Special attention is paid to release time and sabbaticals.
Orders books for all courses through the University Bookstore.
Contacts book representatives when necessary for desk copies, custom textbooks, and instructor ancillary materials.
Attends and records minutes at departmental faculty meetings.
Contributes to discussions dealing with departmental affairs, policies, procedures, staff, and student concerns.
Ensures follow-up actions are completed.
- (Essential) 10% - Assists the Chair in faculty searches by being familiar with PageUp, the recruiting tool from Human Resources.
Coordinates meeting times for search committee meetings.
Contacts newspapers, online job resources and human resources to place faculty advertisements.
Maintains files for applicants as necessary and organizes notices and meetings to comply with the Florida Sunshine Law.
Represents the department by contacting applicants via phone or email to schedule meet and greets at conferences.
Creates a campus interview schedule with department faculty, the Dean's office, and schedules evening meals.
Once new faculty are hired, this employee requests building/room keys, telephone, and long- distance pins.
Works with faculty to set-up ArgoNet account, E-learning training, access to Classmate, new employee training, book representatives and any other training to help them learn the UWF way.
- (Essential) 10% - For eligible faculty members who seek promotion and tenure, this employee obtains the latest procedures, department guidelines, calendar, and Bylaws from the Academic Affairs web page and provides them to the Chair and faculty.
Then prints the calendar and provides it to the Chair.
Collects, compiles, and organizes the annual evaluations with student comments, new hire letter, and Annual Faculty Assignment Letters to provide to faculty for their dossiers.
Responsible for keeping Chair appraised of all deadline dates for various reports and documents such as:
Promotion/Tenure, Post Tenure Review, Annual Evaluations, Annual Report and CAERS.
Provide assistance in collecting data for the Chair.
Assists Chair by typing updates to bylaws and by obtaining bylaw feedback from faculty members.
Assists Chair by gathering and organizing data, typing, and proofreading departmental reports.
Assists Chair with collection, compilation, organization, typing and proofreading assessment reports.
Assists Chair with clerical and administrative duties and maintains affiliation agreement files/documents related to internships.
- (Essential) 10% - Maintains a checkout log for equipment checked out less than 10 days and ensures items are returned when due back to campus.
Ensures equipment is shipped to the COB Computer Services office so the equipment can be tagged and logged as an attractive asset.
Identifies equipment that needs to be surplused.
Surpluses equipment via jira ticket.
Maintains communication with officers of the student organizations associated with the department.
Assists as necessary with setting up local and regional student tours and events associated with the department Center and student associations.
Sends and acquires student waiver forms and informs the Dean's office, makes payments as necessary, etc.
Provides additional clerical support, as necessary.
Other duties assigned by Chair and requested by faculty such as:
process all work orders for building and classrooms used by professors - air conditioning, heating, leaks, phone, broken chairs, toilet issues, etc.
Yearly purges student files and student evaluations based on Record Retention Guidelines and sends to Records for disposition.
Each semester provides assistance to faculty members and adjuncts by copying class handouts.
Copies and sorts tests for faculty and adjuncts making sure scantrons and pencils are in test packets.
- (Essential) 10% - In regard to the Capstone class, MAN 4720, issues overrides for prerequisite holds.
Maintains departmental waiting lists for capstone course.
Notifies students if they have enrolled in a course more than once.
Monitors prerequisite checker and notifies students to drop classes, as necessary.
Responsible for the notification email to all COB students regarding registration.
Assists Chair by setting up and preparing for the departmental Advisory Council meetings with local and regional business leaders.
Corresponds with business leaders as necessary to facilitate these meetings.
Takes minutes at these meetings for follow up on action items as necessary.
Changes the combination to the Policy Computer Lab as needed and informs the applicable Policy students.
Supports the lab by ordering supplies as necessary.
- (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:
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:
Daily Lifting up to 25lbs:
Occasionally Lifting over 25lbs:
Never Talking as express or exchange of ideas verbally:
Daily Hearing as perceive sound by ear:
Daily Vision as distinguish colors & depth:
Daily Special Requirements or Considerations of the Job:
This position is eligible for veteran's preference.
This position requires fingerprinting.
This position requires a criminal background screen.
Number of Vacancies 1 Work Hours 8:
00 - 5:
00, occasional night and weekend hours, as necessary FTE 1.
0 Salary Range 44,000.
00 Pay Basis Annually Closing Date:
11/27/2023 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 email protected .
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 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:
November 08, 2023 Applications close:
November 27, 2023.
Estimated Salary: $20 to $28 per hour based on qualifications.
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