Administrative Specialist 112150

Job no: 495809
Position type: Staff Full-time
Location: Pensacola - Main Campus
Division/Equivalent: Academic Affairs Division
School/Unit: Archaeology Institute
Categories: Staff, Archaeology Institute

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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: 112150
Position Title (Classification Title):  Administrative Specialist 112150
Working Title:  Administrative Specialist
Job Summary: Serves as administrative assistant to the Director of the Archaeology Institute. Provides support for 10 faculty members and 6 staff in the Archaeology Institute and the UWF Marine Services Center (MSC). Manages the Archaeology Institute’s complex budgets; supervises office support personnel; and coordinates all personnel payroll, travel, and purchasing transactions. Manages several concurrent grants and contracts budgets. Creates invoices for work undertaken by the Archaeology Institute and Marine Services Center. Interacts daily with the public and provides accurate information not only on the archaeology program, but also about the campus and campus activity. Manages the daily operating functions associated with the Archaeology Institute main office and exhibit area. Maintains and manages Archaeology Institute equipment inventories. Assists faculty with the logistics and budgets of the summer academic program. Responsible for supplying the teaching labs in the Anthropology Department.

**PLEASE NOTE THAT THE UNIVERSITY OF WEST FLORIDA IS CLOSED FROM DECEMBER 23, 2024 - JANUARY 3, 2025. THE SEARCH WILL CONTINUE ON JANUARY 6, 2025.**
Department Archaeology Institute
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 administrative procedures and policies; knowledge of office management; knowledge of accounting principles and file maintenance; knowledge of how to supervise personnel; knowledge of and ability to use and maintain departmental equipment such as copiers, printers and personal computer systems; ability to manage time wisely and work unsupervised; ability to interpret and make decisions concerning department programs and policies.
Essential Functions / Job Duties:
  • 50% - Provides administrative support to the Archaeology Institute: Includes managing travel arrangements, payroll functions, purchasing, pcard approval and reconciliation, managing complex budgets, invoicing, supervising office support personnel, maintaining departmental files, and event planning. Processes new OPS student hires and volunteer applications. For graduate students, helps process matriculation fee waivers and scholarships. Prepares professional meeting presentation materials and date-sensitive reports for UWF administrators and oversight Boards. Interacts with outside individuals and organizations in person or over the phone to answer questions, schedule speakers, and coordinate facilities tours. Supports the Department of Anthropology summer academic program and teaching labs, including purchasing supplies and equipment. - (Essential)
  • 20% - Provides administrative support to the UWF Marine Services Center (MSC): MSC provides boats and dive safety functions to the Archaeology Institute, the Department of Anthropology, the Department of Environmental Studies, the Department of Biology, the UWF Center for Environmental Diagnostics and Bioremediation (CEDB), and the Florida Public Archaeology Network (FPAN). Helps design and implement a tracking system for lease management and boat usage. Provides purchasing support to include approving pcard charges, cash/check handling, and paying for annual boat registration. Schedules, prepares agendas, and takes minutes for Marine Services Center Executive Committee meetings. - (Essential)
  • 20% - Manages budgets and finances: Analyzes fiscal data to assist with the management and coordination of the Archaeology Institute budget at large, including several concurrent grants and contracts. Prepares monthly and annual budget reports for the Archaeology Institute and Marine Services Center, including data on expenditures for salary, staff, student payroll, and expenses. Manages a system designed for invoicing UWF departments and outside users for work completed. - (Essential)
  • 10% - Coordinates building, vehicle, and equipment inventories and maintenance: Schedules use and maintenance for Archaeology Institute vehicles. Serves as a building point of contact for landscape and facilities maintenance, as well as engineering for UWF buildings 89, 49, 43, and portions of building 13. Maintains inventories of essential equipment for the Archaeology Institute and MSC, coordinating purchasing or maintenance when required. - (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: Externally imposed deadlines set or revised on short notice. Frequent shifts in priority. Numerous interruptions requiring immediate attention. Unusual pressure on a daily basis due to accountability for success of major projects.
  • 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: Daily
  • 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 8:00am-5:00pm
FTE 1.0
Salary Range $40,000 - $44,000
Pay Basis Annually
Closing Date: December 12, 2024
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 Standard Time
Application close: Central Standard Time

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