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.

POSITION DETAILS

Position Number:  102370
Classification Title:  Office Administrator
Working Title:  TEST POSITION - DO NOT APPLY

Department:  Dept of History and Philosophy
FLSA Status:  Non-Exempt
Salary Range:  $46,000 - $48,000
Pay Basis:  Annually

POSITION OVERVIEW

JOB SUMMARY:

TESTING POSITION
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.

MINIMUM QUALIFICATIONS:

TESTING POSITION
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:

TESTING POSITION
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:

TESTING POSITION
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. - (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. - (Essential)
• 30% - 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. - (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: Daily
• Climbing or balancing: Daily
• Stooping: Frequently
• 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:  
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.

ADDITIONAL POSTING DETAILS

Number of Vacancies: 
Work Hours:  8:00 am - 5:00 pm
Contract Period: 
FTE:  1.0
Closing/Preferred Response Date:  10/01/2025

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.