Careers | University of West Florida

Administrative Specialist 127950

Apply now Job no: 495957
Work type: Staff Full-time
Location: Pensacola - Main Campus
Categories: Nursing

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:	127950
Position Title (Classification Title):	Administrative Specialist 127950
Working Title:	Administrative Specialist
Job Summary:	Administrative Specialist reports to the School of Nursing (SoN) Executive Director and works closely with other staff to ensure the smooth daily operations of the SoN. Requires working knowledge of the School, College, University, and State policies and procedures. Responsibilities include assisting in managing the planning and execution of a large SoN E&G budget and continuously monitoring expenditures. Is responsible for purchasing activities, initializing KREQs/professional services contracts, vendor registrations, journal entries, direct pay requests, and various other financial documents as needed. Manages hiring paperwork and collecting credentialing documentation. Prepares and distributes other administrative documents as needed and handles confidential information. Is responsible for SoN event coordination, pinnings, orientation, and graduation ceremonies. Interprets and applies university policies and procedures as needed for the operation of the departmental office. Responsibilities include supporting SoN committee meetings, answers phones, greets students and visitors, and maintains department email.
Department	Nursing
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:	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.
Preferred Qualifications	Knowledge of university policies and procedures. Knowledge of good office management principles. Ability to plan, organize and coordinate work assignments. Ability to manage workflow effectively. Ability to communicate effectively both verbally and written. Ability to motivate and encourage others by building a spirit of teamwork and cooperation. Ability to utilize problem solving techniques. Ability to work independently. Ability to represent the School of Nursing, Usha Kundu, MD College of Health and the University in a professional manner through congeniality, cooperation, tact and discretion. Budgeting experience, Customer Service experience/Student interaction in a university setting.
Essential Functions / Job Duties:	40%% - Fiscal Responsibilities. This position plays a critical role in managing budgetary encumbrances and expenditures for the School of Nursing (SoN), ensuring financial stability through careful monitoring, projection, and control of budgets. The individual determines encumbrance amounts based on past and projected expenditures, monitors established budgetary controls to prevent overspending, and provides the Executive Director with regular financial reports. Responsibilities include reconciling expenditures with financial data in Banner, resolving discrepancies in collaboration with Financial Services, managing foundation accounts, and preparing budget amendments and requests. Additionally, the role involves identifying potential budgetary issues and recommending solutions to maintain financial integrity. In procurement and expense management, the individual serves as the PCard Approver for purchases made on behalf of the SoN Executive Director, overseas PCard purchases for the School, and ensures compliance with university policies. They coordinate purchasing, expense payments, and reimbursements for SoN operations and associated contracts while managing the ordering and inventory of office and clinical lab supplies. They are also responsible for processing membership dues for accrediting agencies and professional organizations as required. Additionally, the individual participates in PCard audits, maintains proper documentation for purchases, and ensures accurate financial record-keeping in compliance with university policies. They oversee and maintain hard copy records, invoices, and supporting documents for all financial activities related to the SoN budget. This position requires strong financial acumen, attention to detail, and the ability to collaborate effectively with faculty, staff, and university financial offices to ensure sound budgetary practices and compliance. - (Essential) 60%% - Administrative Responsibilities: This position is responsible for overseeing and maintaining the School of Nursing’s (SoN) records, filing systems, and storage while managing daily operations. Duties include assisting students with inquiries or directing them to the appropriate personnel, managing the school’s email and phone line, and ensuring faculty and staff offices are properly equipped with necessary resources such as computers, printers, phones, keys, badges, and business cards. The role involves arranging and attending meetings within the SoN, preparing the Nursing Faculty Organization (NFO), program and committee agendas and minutes in a timely and accurate manner, and handling daily correspondence. Additionally, it includes coordinating the compilation, processing, and storage of data and records for reports. The individual formulates, recommends, and implements internal operating procedures to improve office efficiency while interpreting and applying policies and procedures as needed. They also provide timely and accurate responses to faculty inquiries related to school initiatives. This position assists in training OPS staff and student workers on office procedures, including equipment usage, filing, and mail distribution. Collaborates with the Administrative Coordinator to organize SoN ceremonies and events, handling logistics such as venue arrangements, programs, student communication, photography, and payments. The role is responsible for the department level tasks associated with hiring new faculty and adjunct instructors with partnership with the College of Health’s Dean's Office and following college procedures, including processing paperwork and collecting credentialing documentation. It involves coordinating faculty, adjunct, staff, and Federal Work-Study (FWS) student assistant appointments, working closely with the Executive Director and faculty to determine instructional needs each semester. This position ensures proper coordination with the College of Health Dean’s office and Human Resources for all hiring and appointment processes. Provides administrative support for all sunshine searches. Duties can include positing public meeting notices, manages the logistical components of the candidate(s) campus interview. Submits the College Travel Request JIRA ticket. Collects and files the search committee records in accordance with university and state policies. Additionally, the individual maintains the appointment calendars, room scheduling/requests, and provides administrative support to the Executive Director and other SoN leadership. They schedule meetings, prioritize commitments, and adjust appointments as necessary to accommodate changing priorities. - (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: Externally imposed deadlines set and revised beyond one’s control. Interruptions influence priorities. Difficult to anticipate nature or volume of work with certainty beyond a few days. Standing: Daily Walking: Daily Sitting: Daily Reaching with hands and arms: Daily Climbing or balancing: Never Stooping: Occasionally Use of hands to handle objects: Daily Lifting up to 10lbs: Daily Lifting up to 25lbs: Frequently 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	8am - 5pm, this could vary based on department needs. Advance noticed would be given.
FTE	1.0
Salary Range	$40,000 - $44,000
Pay Basis	Annually
Closing Date:	4/14/2025
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: March 26, 2025
Applications close: April 14, 2025

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Position	Location	Closes
Administrative Specialist 127950	Pensacola - Main Campus	14 Apr 2025
Administrative Specialist reports to the School of Nursing (SoN) Executive Director and works closely with other staff to ensure the smooth daily operations of the SoN. Requires working knowledge of the School, College, University, and State policies and procedures. Responsibilities include assisting in managing the planning and execution of a large SoN E&G budget and continuously monitoring expenditures. Is responsible for purchasing activities, initializing KREQs/professional services contracts, vendor registrations, journal entries, direct pay requests, and various other financial documents as needed. Manages hiring paperwork and collecting credentialing documentation. Prepares and distributes other administrative documents as needed and handles confidential information. Is responsible for SoN event coordination, pinnings, orientation, and graduation ceremonies. Interprets and applies university policies and procedures as needed for the operation of the departmental office. Responsibilities include supporting SoN committee meetings, answers phones, greets students and visitors, and maintains department email.

Position	Location	Closes
Administrative Specialist 127950	Pensacola - Main Campus	14 Apr 2025
Administrative Specialist reports to the School of Nursing (SoN) Executive Director and works closely with other staff to ensure the smooth daily operations of the SoN. Requires working knowledge of the School, College, University, and State policies and procedures. Responsibilities include assisting in managing the planning and execution of a large SoN E&G budget and continuously monitoring expenditures. Is responsible for purchasing activities, initializing KREQs/professional services contracts, vendor registrations, journal entries, direct pay requests, and various other financial documents as needed. Manages hiring paperwork and collecting credentialing documentation. Prepares and distributes other administrative documents as needed and handles confidential information. Is responsible for SoN event coordination, pinnings, orientation, and graduation ceremonies. Interprets and applies university policies and procedures as needed for the operation of the departmental office. Responsibilities include supporting SoN committee meetings, answers phones, greets students and visitors, and maintains department email.

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

850.474.2694 Main
jobs@uwf.edu

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

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