Careers | University of West Florida

Sr. Administrative Specialist 129650

Apply now Job no: 495786
Work type: Staff Full-time
Location: Pensacola - Main Campus
Categories: Staff, Continuing Education

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:	129650
Position Title (Classification Title):	Sr. Administrative Specialist 129650
Working Title:	Senior Administrative Specialist - CE
Job Summary:	The Senior Administrative Specialist provides a wide array of administrative functions requiring a high level of discretion and professionalism, effective organizational skills, poise, and the ability to adapt to rapidly-changing and sometimes competing priorities. The Senior Administrative Specialist assists CE Leadership with multi-faceted administrative duties on a daily basis and serves as the liaison between Continuing Education and various university personnel including University colleges and department staff, Human Resources, the Provost's Office, and Procurement to provide assistance and support for Continuing Education initiatives and interpreting and implementing university and CE policies and procedures. Works directly with the Assistant Vice President for Academic Affairs and CE Leadership in matters related to personnel, Human Resources, documentation, scheduling, and more. It is the primary responsibility of the Senior Administrative Specialist to initiate and complete an extensive variety of hiring tasks and pay processing for staff, adjuncts, instructors, and faculty. The individual in this role is expected to provide insight for improvements and streamlining of Division processes and take actions on items that directly affect or require an effort of administrative support. The Senior Administrative Specialist effectively utilizes the Continuing Education jira ticket system to stay organized and keep others informed of work progress. Additional duties include managing various departmental calendars, scheduling periodic and recurring meetings, preparing meeting agendas, carrying out CE DisRep responsibilities, and serving as a backup for CE procurement and purchasing needs or other administrative duties as they arise.
Department	Conferences & Continuing Educ
FLSA:	Non-Exempt
Minimum Qualifications:	A high school diploma and six years of appropriate experience. Appropriate college coursework or vocational/technical may substitute at an equivalent rate for the required experience.
Position Qualifications:	Motivated individual with extensive knowledge of (1) employment and hiring procedures; (2) department or office level purchasing and financial transaction processing; (3) administrative functions with excellent time management, customer service, written, verbal and interpersonal communication skills. Precise attention to detail and strong organizational skills required. Experience operating in a fast-paced office setting with the ability to work independently to meet deadlines. A high school diploma and six years of appropriate experience. Appropriate college coursework or vocational/technical may substitute at an equivalent rate for the required experience.
Preferred Qualifications	Preferred Qualifications: Some college plus six years relevant experience in a University setting. Proven ability to manage multiple tasks and projects simultaneously and ability to prioritize needs and requests. Excellent computer skills with proficiency in Banner, Concur, PageUp, Jira, Confluence, Microsoft Office Suite, Google Calendar, Gmail and Chat. Working knowledge of university policies and procedures.
Essential Functions / Job Duties:	40% - Performs a variety of highly sensitive and confidential tasks including maintaining confidential records such as faculty and staff personnel files, Personnel Action Forms and contracts. Prepares, manages and tracks an estimated 600 Personnel Action Sheets per year for Continuing Education’s non-credit and credit programs, Explore Summer Camps, Center for Behavior Analysis and the Center for Cybersecurity. Under the direction of CE Leadership, the Senior Administrative Specialist submits all pay changes and supporting documents for Division staff as requested. Prepares approximately 250 Extra State Comp forms throughout the year based on the academic calendar for Continuing Education department partners while ensuring accuracy and meeting pay deadlines. - (Essential) 30% - Manages the entire hiring process for Continuing Education’s non-credit and credit programs and partners including Explore Summer Camps, Center for Behavior Analysis and the Center for Cybersecurity. Provides guidance to the Division and its partners for following procedures and is responsible for initiating and completing the hiring process for approximately 75-100 adjuncts, instructors and OPS employees. Serves as the point of contact for PageUp actions and processes for Continuing Education and sends offers of employment for hires outside of PageUp. Ensures any required approval memos are attached to the submissions. Includes notes as required to submissions. Submits requests for HR to contact finalists for new hire paperwork. Ensures all required search materials are uploaded to the job posting at the end of each search. Duties include an understanding of CE hiring processes, the PageUp system and process within the system, and initiating all staff position description updates and new recruitment initiatives for the Division. Contacts all stakeholders including department contacts, human resources, and prospective employees to ensure a timely and streamlined employment process. - (Essential) 15% - Emphasis is placed on assisting CE Leadership with the day-to-day operating responsibilities of the office. Responds to UWF and non-UWF parties, faculty, staff and vendors related to office support duties. Initiates and manages facility and maintenance work orders for numerous activities. Processes employee key requests, name tags, and materials. Assists CE Leadership with Division managing various departmental calendars, scheduling periodic and recurring meetings, preparing meeting agendas, and assists with Division staff events. Responsible for Confluence policy and process updates as they related to the senior administrative specialist position. - (Essential) 10% - Back up P-card user for the ordering of office supplies, computers, equipment, and other items as needed. Responsible for adhering to established budgets and approved procurements. - (Essential) 5% - Serves as primary DISRep for the Division of Continuing Education. Manages all CE employees' access to department and university-wide systems with the claiming and unclaiming of personnel. Coordinates with other University DISReps when personnel transfer in and out of CE. As DISRep, will submit ITS requests and review a variety of requests submitted to ITS, per ITS policy. Manages access to all Google shared drives. Works directly with the CE Local Service Provider(s) (LSP) on matters related to technology and processes for the Division. Manages employee access to the CE suites, conference rooms, and the CE computer lab. - (Essential)
Physical Demands:	Physical Requirements: No unusual physical requirement. Requires no heavy lifting and nearly all work is performed in a comfortable indoor facility. 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: 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 fingerprinting. This position requires a criminal background screen. This position is eligible for veteran's preference.
Number of Vacancies	1
Work Hours	8:00 am - 5:00 pm
FTE	1.0
Salary Range	$52,000 - $65,000
Pay Basis	Annually
Closing Date:	11/29/24
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: November 06, 2024
Applications close: November 29, 2024

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Position	Location	Closes
Sr. Administrative Specialist 129650	Pensacola - Main Campus	29 Nov 2024
The Senior Administrative Specialist provides a wide array of administrative functions requiring a high level of discretion and professionalism, effective organizational skills, poise, and the ability to adapt to rapidly-changing and sometimes competing priorities. The Senior Administrative Specialist assists CE Leadership with multi-faceted administrative duties on a daily basis and serves as the liaison between Continuing Education and various university personnel including University colleges and department staff, Human Resources, the Provost's Office, and Procurement to provide assistance and support for Continuing Education initiatives and interpreting and implementing university and CE policies and procedures. Works directly with the Assistant Vice President for Academic Affairs and CE Leadership in matters related to personnel, Human Resources, documentation, scheduling, and more. It is the primary responsibility of the Senior Administrative Specialist to initiate and complete an extensive variety of hiring tasks and pay processing for staff, adjuncts, instructors, and faculty. The individual in this role is expected to provide insight for improvements and streamlining of Division processes and take actions on items that directly affect or require an effort of administrative support. The Senior Administrative Specialist effectively utilizes the Continuing Education jira ticket system to stay organized and keep others informed of work progress. Additional duties include managing various departmental calendars, scheduling periodic and recurring meetings, preparing meeting agendas, carrying out CE DisRep responsibilities, and serving as a backup for CE procurement and purchasing needs or other administrative duties as they arise.

Current opportunities

Position	Location	Closes
Sr. Administrative Specialist 129650	Pensacola - Main Campus	29 Nov 2024
The Senior Administrative Specialist provides a wide array of administrative functions requiring a high level of discretion and professionalism, effective organizational skills, poise, and the ability to adapt to rapidly-changing and sometimes competing priorities. The Senior Administrative Specialist assists CE Leadership with multi-faceted administrative duties on a daily basis and serves as the liaison between Continuing Education and various university personnel including University colleges and department staff, Human Resources, the Provost's Office, and Procurement to provide assistance and support for Continuing Education initiatives and interpreting and implementing university and CE policies and procedures. Works directly with the Assistant Vice President for Academic Affairs and CE Leadership in matters related to personnel, Human Resources, documentation, scheduling, and more. It is the primary responsibility of the Senior Administrative Specialist to initiate and complete an extensive variety of hiring tasks and pay processing for staff, adjuncts, instructors, and faculty. The individual in this role is expected to provide insight for improvements and streamlining of Division processes and take actions on items that directly affect or require an effort of administrative support. The Senior Administrative Specialist effectively utilizes the Continuing Education jira ticket system to stay organized and keep others informed of work progress. Additional duties include managing various departmental calendars, scheduling periodic and recurring meetings, preparing meeting agendas, carrying out CE DisRep responsibilities, and serving as a backup for CE procurement and purchasing needs or other administrative duties as they arise.

Human Resources

11000 University Parkway
Building 20E, Room 117
Pensacola, FL 32514

850.474.2694 Main
jobs@uwf.edu

Hours of Operation

Monday - Friday
8 a.m. - 5 p.m.

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Sr. Administrative Specialist 129650

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