Position Number:

127040

Position Title (Classification Title): 

Executive Specialist 127040

Working Title: 

Executive Specialist

Job Summary:

The incumbent is responsible for providing high level administrative support to divisional leadership. This includes supporting standing committees, technology services, marketing and communication, assessment, and faculty and staff development. Recommends policy and advises divisional leadership regarding interpretations, applications, and implementation of new or revised rules, policies, and procedures. This position will oversee the coordination of meetings, division-wide event planning, and some data reporting efforts in addition to arranging travel and preparing p-card reports for Executive leadership. Serve as primary front-desk reception for the office of the Vice President. Maintains division-wide communications distribution lists and assists with disseminating pertinent information to students, faculty, and staff. Prepares agendas and makes arrangements for committees, special event activities and attends division-wide meetings and various university-wide committee meetings. Assists with development and justification of operating budget requests and approves subsequent expenditures. Performs a variety of highly sensitive and confidential duties and maintains confidential files.

Department:

Strategic Planning & Assessment

FLSA Status:

Exempt

Minimum Qualifications:

A high school diploma and eight years of appropriate experience. Appropriate college coursework or vocational/technical training may substitute at an equivalent rate for the required experience.

Position Qualifications:

Skilled in managing multiple complex and competing tasks. Proficient skill level with computer programs such as Microsoft Office Suite, Adobe Acrobat, and other software. Detail oriented with a strong focus on accuracy.

Preferred Qualifications:

Experience working in higher education. Exceptional customer service, organizational and time management skills. A self-starter with the ability to perform daily tasks and responsibilities with little to no supervision. Strong communication skills, both written and verbal. Experience in handling confidential matters. Experience working in a fast-paced office environment with a highly integrated team. General knowledge of UWF and State policies/regulations regarding budget spending, travel, contract acquisition and purchasing.

Essential Functions/Job Duties:

• 40% - Executive Administrative Support: Provide high level administrative support to the Associate Vice President and Assistant Vice President of the division. Manage leadership schedules, department event calendars, and coordinate retreats/meetings. Manage purchases and p-card accounts, conduct p-card transactions, and maintain purchasing paperwork. Arrange travel and oversee travel expenditures. Monitor spending and make recommendations to streamline operational spending. Arrange division-wide and University-standing committee meetings, prepare agendas, schedule speakers, prepare correspondence, monitor attendance, take minutes. - (Essential)
• 20% - Administrative Support for DAESA Operations Units - TSS, ODC, Assessment: Coordinate hiring processes and position management for operational units. Make purchases, arrange travel and create p-card expense reports. Maintain divisional data dashboards and oversee assessment compliance. Schedule Assessment team meetings and prepare agendas. Help facilitate annual reporting and planning process and contribute to divisional reports. - (Essential)
• 20% - DAESA faculty and staff development initiatives: Oversee staff training compliance, remote work forms, and outside activity forms. Contribute to division-wide communication initiatives, including the divisional Community Chat. Provide support for division wide staff development committees; make purchases for events and activities. Contribute to new staff onboarding efforts, assist in arranging professional development sessions, and coordinate logistics associated with division-wide meetings and annual signature events. Provide support for division-wide staff awards program. - (Essential)
• 20% - DAESA VP Office Support: Serve as primary front desk reception for the division's VP office. Assist divisional Budget Director and Executive Assistant as needed. Assist leadership with special projects. 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: Daily
• Walking: Frequently
• 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

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:

Monday - Friday, 8am - 5pm

FTE:

1.0

Salary Range:

$56,000 - $58,000

Pay Basis:

Annually

Closing Date:

09/17/2025

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.