Office Administrator 125710

Job no: 496063
Position type: Staff Full-time
Location: Pensacola - Main Campus
Division/Equivalent: Academic Affairs Division
School/Unit: Mechanical Engineering
Categories: Mechanical Engineering

Apply now

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: 125710
Position Title (Classification Title):  Office Administrator 125710
Working Title:  Office Administrator
Job Summary: Responsible for the daily administrative and clerical duties of the Mechanical Engineering Department under the supervision of the Department Chair. Provides support for all departmental activities related to faculty, students, and adjuncts.
Department Mechanical Engineering
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 university, college and department procedures and rules. Microsoft Word, and Excel.
Preferred Qualifications Knowledge of university, college, and department procedures and rules. Microsoft Word, Excel
Essential Functions / Job Duties:
  • 50% - Responsible for control and flow of paperwork for Mechanical Engineering faculty including correspondence, quizzes, exams, materials for publication. Maintaining numerous department budgets from a variety of funds, itemizing charges, processing journal entries and funding requests, purchase orders, and monitoring balances to ensure no budget shortfalls. Provide budgetary support to the Watercraft And Vessel Engineering (WAVE) program. Responsible for department credit card (p-card) purchases and statement reconciliations. Process action sheets and approving time for student employees. Process reimbursement vouchers. - (Essential)
  • 20% - Maintaining personnel and files; scheduling department course offerings and submitting requests for all semester schedule changes to the Registrar's Office; collecting and processing textbook requests; proctoring exams as needed; preparing academic material for faculty; and supporting travel coordinator with department requests, student group travel, and incoming faculty travel. - (Essential)
  • 20% - Answering phones and greeting walk-in students, faculty, staff and general public; handling their inquiries and/or directing them to the appropriate person or office. Assisting chair with departmental meetings and activities related to the Mechanical Engineering Program; taking minutes at faculty meetings as needed. - (Essential)
  • 10% - Implements internal office operating procedures and recommnends improvements or solutions. Interprets UWF policies and procedures and makes recommendations to the chair concerning equipment, workflow and materials. Assists HR and college with documentation related to adjunct and faculty hiring. Provides coverage for the office at all times. - (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: Frequently
  • 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: 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 requires a criminal background screen.

  • This position requires fingerprinting.

  • This position is eligible for veteran's preference.
Number of Vacancies 1
Work Hours 8:00 - 5:00
FTE 1.0
Salary Range $41,819 - $47,000
Pay Basis Hourly
Closing Date: 7/9/2025
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.

Advertised: Central Daylight Time
Application close: Central Daylight Time

Apply now

Back to list Refer a friend