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Administrative Specialist, 100600

Apply now Job no: 494562
Work type: Staff Full-time
Location: Pensacola - Main Campus
Categories: Staff, Title IX Programs

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 jobs@uwf.edu.

Employment based visa sponsorship will NOT be considered for this position.

Position Number: 100600
Position Title (Classification Title):  Administrative Specialist, 100600
Working Title:  Administrative Specialist
Job Summary: The administrative specialist provides administrative support to programs within the Office of Equity and Inclusion (TIX, EO, Diversity Programs) and Student Ombuds Office, located in the same suite. Also provides administrative support for Student Accessibility Resources. The Administrative Specialist serves as the primary point of contact for internal and external constituents on all matters pertaining to the Student Ombuds Office. Provides support to all areas above which include but are not limited to supporting budget/finance, purchasing, travel, hiring paperwork, scheduling appointments/programs, compiling data, preparing confidential correspondence, assisting with case research or processing, information fairs/tabling, office management, supervising student workers, and other administrative duties as assigned.

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.
Department Assoc VP-Equity & Inclusion
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 management principles and practices, accounting principles, various software applications, balancing and reconciling fiscal records, record and time management. Ability to compile, analyze, and interpret data. Ability to communicate effectively with students, staff, faculty, administrators, and public.
Preferred Qualifications Strong customer service, interpersonal, and communication skills; excellent attention to detail with minimal errors; very organized in maintaining files and record keeping; strong computer skills including proficiency in Microsoft office and able to quickly learn new systems; knowledge of basic accounting/budgeting principles; ability to work independently; ability to interact respectfully and professionally with people from diverse backgrounds, and maintain a high degree of confidentiality. Knowledge of university policies and procedures. Associate Degree and minimum 2 years experience in an administrative position or a Bachelor Degree preferred.
Essential Functions / Job Duties:
  • 35% - Administrative support for Office of Equity and Inclusion includes TIX Programs, Equal Opportunity and Diversity Programs: Manage day-to-day office environment; answering the phone and other inquiries; greeting visitors; SGRC space reservation; maintaining office filing systems; managing calendars and email portals (EO/TIX/Inclusion); scheduling programs and events; preparing routine documentation, memo and forms; assist with coordinating and executing events, programs and trainings; assist with TIX and EO complaint processing; support tasks for Affirmative Action Plan and Equity Report; maintain campus EO mandatory training tracker; maintain file managements in TIX system; support TIX officials training tracker. - (Essential)
  • 30% - Administrative support for Student Ombuds Office: Manage day-to-day office environment (same space as OEI); Respond to inquiries by mail, email, telephone/personal contact; Explain office policies and procedures; Provide resources/alternative referrals; Maintain records of inquiries; Conduct initial complaint processing; Organize documents; Maintain office files/records and procedural manuals; Manage calendar of appointments; Maintain visitor/complaint log; manage data for trends reporting and annual reports. - (Essential)
  • 25% - Administrative support for the Student Accessibility Resources. Duties include but are not limited to supporting budget/finance, purchasing, coordinating and process travel, hiring paperwork, scheduling appointments/programs, compiling data and preparing reports, preparing confidential correspondence, information fairs/tabling, file management system. - (Essential)
  • 10% - Other duties: Support AVP/DCDO with any division level projects/tasks; support all areas with social media, marketing and website updates; Committee work, workshops and seminars as it pertains to job duties; Assist with special projects; Supervise student workers; 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: 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: Daily
  • Lifting up to 25lbs: Daily
  • 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 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 am - 5:00 pm Monday through Friday
FTE 1
Salary Range $35,000 - $38,000
Pay Basis Annually
Closing Date: 10/5/2022
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 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.

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