Administrative Specialist 104130

Job no: 495986
Position type: Staff Full-time
Location: Pensacola - Main Campus
Division/Equivalent: Academic Affairs Division
School/Unit: Chemistry
Categories: Chemistry

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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: 104130
Position Title (Classification Title):  Administrative Specialist 104130
Working Title:  Administrative Specialist
Job Summary: Performs a variety of administrative and management duties requiring an extensive working knowledge of departmental, college, and university procedures. Manages the administrative and operational details of daily activities within the department, exercise independent judgment and making decisions that govern the operation of the office. Performs work assignments independently in the selection and implementation of problem-solving and decision-making techniques. Acts as a liaison between the chair, deans, faculty, support staff, students, and student organization groups, and the general public. Provides superior customer service to everyone. Manages multiple financial accounts and budgets from a variety of sources: seed, Foundations, E&G, Auxiliary, special awards/grants (FYRE, OUR, HIP, etc). Provides faculty lab support with budgets, purchasing, and inventory management while keeping the department compliant with College and University policies and procedures. Provides support and training to Scholars and STEM Success staff. Assists the Chair and program coordinators with the course scheduling. Aids the Chair in hiring and onboarding adjunct faculty and student employees. Promotes a positive image of the Department, the College, and the University as a whole.
Department Chemistry
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. Experience with Microsoft Office and Google Suite
Position Qualifications: Knowledge of office procedures and practices. Knowledge of the methods of compiling, organizing and analyzing data. Knowledge of the principles and techniques of effective verbal and written communication. Knowledge of supervisory/office management principles and practices. Knowledge of computers and software related to performing daily responsibilities.
Preferred Qualifications Knowledge of college and university policies and procedures. Strong organizational skills and the ability to multi-task at an efficient and effective level. Be able to work independently and demonstrate sound judgment in making decisions related to the overall function of the department. Effective oral and written communication skills with strong customer service skills including the ability to interact well with students, staff, and faculty. Experience with building budgets and financial management in an office setting including basic accounting and bookkeeping practices. Experience purchasing and tracking resources, and maintaining inventory for a complex office with diverse needs. Have experience with Banner systems. Experience with records management.
Essential Functions / Job Duties:
  • 35% - Departmental Support Provides support for all the operations in the Chemistry Department. Coordinates and manages daily functions of the department. This is an ongoing function and is critical to the overall success and the efficient function of the department. Plan, manage, and organize all office operations in coordination with the Department Chair. Participate in the development and implementation of departmental internal operating procedures. Ensure the efficient operation of the Department in the absence of the Chair. Ensure and maintain customer service orientation for students and faculty in the provision of office support services. Manage departmental phone line and email account. Assist with student inquiries and direct them to the appropriate individual. Manage incoming and outgoing mail, directing it to the appropriate party. Assists the Chair in preparing and submitting the departmental teaching schedule for the registrar office for each semester. Ensures the department meets all departmental, college, and university deadlines. Interact with faculty and staff on a daily basis to troubleshoot problems. Assist in departmental event planning. Schedule, arrange and prepare for meetings. Maintain Google calendar for department, 58C 202 meeting room, 58C/204L conference room and 58C atrium availability; schedule appointments and meetings with faculty, staff, students, partnering agencies, department committees. When necessary, attend departmental meetings, serve as recording person, recording and transcribing departmental meeting minutes. Serve as liaison between other departments, students, and members of the community. Provide textbook ordering support by keeping an updated list of publisher representatives for all faculty to access. Provides departmental support as available to student organization groups. Assists the College's Travel Specialist as needed with travel arrangements for students, faculty and guest travelers. Also may be needed to assist with travel cash advances and expense reports. Supports needs and development of Scholars and STEM Success staff - (Essential)
  • 35% - Budget Responsibility Uses University systems to access departmental budgets. Maintains accurate records on spending throughout the department’s E&G, grants, foundation accounts, sponsored research, etc. with monthly reconciliations. Review and verify budget data for consistency with financial objectives. Plan a yearly budget with the Chair, recommending budget expenditures. Maintain open dialogue with the Chair to ensure the Department operates with sound fiscal best practices. Manages all purchase orders, p-card orders, proposals, requisitions, journal entries, direct pay, etc for the department. Review Concur report for other members of the HMCSE. Process all scholarships and grants to include offer letter, submission, and updated spreadsheet for the department. Serves as budget manager for the department. Works with the HMCSE Business Manager and personnel in the financial services office to reconcile discrepancies when needed. Responsible for ordering office supplies. Provides the Chair with a monthly report of budget expenditures. Must have an understanding of rules related to grants, foundation accounts, and E&G requirements and limitations. Reconciles all accounts used to support student, faculty and staff travel. Trains and support budget and reporting requirements for Scholars and STEM Success staff - (Essential)
  • 10% - Records Management Records Management Departmental Liaison. Manager of Shared Google Drive Maintain confidential personnel files and verify they meet SACS compliance. Develop departmental record schedules in order to prepare, maintain and secure all records/files/documents for the department. Set up records as needed to be picked up by UWF Records Management department for short term storage. Files are established for easy retrieval of information for data compilation and reference. Arrange record disposition with UWF Records Management department. Periodically check on employees’ certifications and required training for compliance with the University’s requirements. Send out notification as needed. Including department, scholars and STEM Success staff. Responsible for all students TA records and training. - (Essential)
  • 10% - Chair Serve as confidential assistant to the Chair. Assist Chair with special projects. Professionally, and in a timely manner, perform other related responsibilities, duties and/or tasks as assigned and deemed necessary to maintain the integrity of the department, as well as to fulfill the obligations, requirements, and functions of the department in ensuring that programs and service are consistent without interruptions or delays. Keep chair apprised of the day-to-day activities, issues, and concerns with potential for decrease in service to students, faculty, and/or the university. - (Essential)
  • 5% - Hiring Prepare adjunct appointment forms. Process student action sheets Work with the Chair to hire adjuncts as needed. Verify adjunct applications for SACSCOCS compliance. Submit all documents required to Human Resources. Review and approve appropriate timesheets for all employees of the department Provide logistical informational support for departmental Sunshine Searches Trains Scholars and STEM Success staff on proper hiring procedures. - (Essential)
  • 5% - OPS Staff and Student Workers Supervision Assign work duties and work schedules to all lab TAs with the consultation of the Department chair. Train all OPS staff and student workers on office equipment usage, filing, mail distribution, and any other tasks assigned Trains Scholars and STEM Success staff on procedures related to OPS staff and work study student hiring practices. - (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: 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 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 $36,000-$43,000
Pay Basis Annually
Closing Date: 5/5/2025
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: Central Daylight Time
Application close: Central Daylight Time

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