Administrative Specialist, 125220

Apply now Job no:495461
Work type:Staff Full-time
Location:Pensacola - Main Campus
Categories:COH Dean's Office

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 [email protected] .

Employment based visa sponsorship will NOT be considered for this position.

Position Number: 125220
Position Title (Classification Title):  Administrative Specialist, 125220
Working Title:  Administrative Specialist
Job Summary: Performs high level administrative and financial support for the Usha Kundu, MD College of Health (UKCOH) Dean’s Office. Works closely with the Senior Administrative Specialist (SAS) with faculty credentials, onboarding of new hires, rehiring of adjunct instructors, scheduling reservations for the meeting rooms managed by the Dean’s office. As a secondary college DISRep, manages employee access, assists with ITS access and other requests for the college. Responsible for maintaining the attractive assets list for the Dean’s Office, conducts the annual inventory and submits required Census report. Responsible for checking the Dean’s office email accounts, voicemail, and relaying messages to the appropriate person(s) in a timely manner. Assist the UKCOH Communications Coordinator with event purchases, scheduling, set-up, and breakdown of all functions.
Provides oversite and training to department Administrative Specialists (AS) & Office Administrators (OA) on procurement, administrative, and Concur functions. Responsible for internal grants, graduate assistantships, grants, and scholarships. Accountable for all Dean’s office purchasing, and procurement processes and reconciles all Dean’s Office indexes and alerts the Program Manager (PM) of any discrepancies. In collaboration with the college Business Manager (BM) and Program Manager, assist in tracking large departments special BOG funding. Responsible for the PACE/MERIT and other college scholarships. Writes and maintains various Standard Operating Practices (SOP). Assist the Dean’s, Business Manager, and Senior Administrative Specialist in researching data, preparing reports, projects, and analyses.
Department COH Dean's Office
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: Knowledge of university policies and procedures. Knowledge of good office management principles. Ability to plan, organize and coordinate work assignments. Ability to supervise and 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 Usha Kundu, MD College of Health, and the University in a professional manner. Excellent organizational and time management skills.
Preferred Qualifications Two-year college degree and two or more years’ experience in a financial and administrative support position in higher education; experience in excel, university accounting and procurement systems, hiring processes, records management. Ability to: maintain confidentiality and personal boundaries; organize, prioritize, and follow multiple projects and tasks through to completion with an attention to detail.
Essential Functions / Job Duties:

• 30% - Employment and Administration PageUp Position Management and Recruitment system. Complete training on all aspects of the PageUp system. Assists the SAS, and supervisors within the college with entering job descriptions, updating established job descriptions, initiating recruitment for faculty, staff, ops positions. Serves as a back-up to the SAS with all processing handled in the dean’s office in PageUp. Assist the Dean’s Office (SAS) with onboarding of new employees in a time-efficient manner. This position will oversee Federal Work Study for the Dean’s office. Understand required SACSCOC credential requirements for all programs/degrees in the college. Works with the Dean’s Office SAS and the Office of Institutional Effectiveness with the collection of all credentials and enter new and updated data in the Xitracs system. Shared responsibility in maintaining the hard copies of these records while following established secured procedures. Assist the UKCOH Communications Coordinator with event purchases and monthly reconciliation of all charges, reserving dates and spaces, ordering equipment needed on event day, set-up, and breakdown of functions. Provides administrative training and guidance to new department (AS) and (OA) and serves as backup to AS/OA positions during FMLA, long term leave, and resignations. Utilize oral and written skills and public relations techniques to facilitate communication with a variety of university and community members in answering routine questions, interpreting instructions or inquires requiring logical thinking to define problems. Collects data, establish facts, or draw conclusions, recognizes the scope of authority and communicating effectively, providing accurate information. Directs phone calls and messages and assists the Dean’s office with scheduling as needed. Receives and distributes department mail and information including confidential materials as required, obtains signatures, keeps, and maintains files of signed documentation. Prepares and presents information and updates on areas relevant to this positions’ responsibilities at the Dean’s office team and monthly College Administrative Support Team (CAST) meetings. - (Essential)
• 10% - Records, Operations, and Security Manages the calendar and reservation requests for the multipurpose room (MPR) (234/219). Assist the SAS and services as a contact for Florida State University College of Medicine, Pensacola Campus (FSUCOM) and UWF Athletics in scheduling. Point of contact for reservation requests of the Dean’s Conference (234/218) and Workroom (234/210), approve or deny requests and send calendar invitations for reservations. Serve as a secondary DISRep for the college, duties include claiming and un-claiming employees, assisting with ITS requests for access or services of persons or units within the UKCOH. Responsible for the UKCOH Dean's Office Attractive Assets List. Conducts the annual inventory and submits the Attractive Assets Census report. Order keys and manage the swipe access for the employees of the Dean’s Office. Serve as the Building Emergency Coordinator for the UKCOH Dean’s Office. Maintains continuous awareness of building functions in the Dean’s suite as well as other community areas of the building. Serves as primary contact for the Dean's office. Submits facilities work orders when repairs are needed. Notifies the Dean of all hazards or issues found or reported. Communicates any security concerns with campus police, including external door security, and access needs outside normal business hours. Writes and updates various college administrative SOPs in the confluence sandbox and presents these and other topics at the monthly CAST meetings. - (Essential)
• 30% - Financial - Budgetary Prepares graduate assistantship budgets and is responsible for graduate grant and waiver distributions and monthly reconciliation of distributions. Monitors department expenditures and reconciliation processes ensuring departments remain within approved budget allocations. Reports any discrepancies to the Dean’s Office PM. Assist the college PM in processing all aspects of the PACE/Merit and Bookstore scholarships and collaboration with the Assistant Dean on awarding foundation student scholarships. Assist the BM and PM on tracking new and recurring School of Nursing (SoN) budget requirements. Maintains the budget and monitors expenditures on all non-travel OUR student award budgets and various internal grants such as HIP and ITEP for all departments. Prepares the annual Dean’s Office and Advising Center budgets under the direction of the college PM. Responsible for processing all new faculty relocation documentation, tracking expenditures, and reconciling allocated budget. Prepares special budgetary reports, as needed, at the discretion of the Dean, Associate Deans, Assistant Dean, and Business Manager. - (Essential)
• 20% - Financial – Execution Responsible for all Dean’s office KREQ’s, requisitions, Purchase Orders, Pcard, and other procurement processes. Processes vendor payments, direct pays, journal entries and other payment documentation as needed for all Dean’s office indexes. Reconciles all accounts monthly and alerts the college PM of any discrepancies and adjusts as directed. Serves as the primary Pcard reconciler for the Dean’s office indexes and Concur approver for other cardholders in the college, ensuring college ASs and OAs are aware of proper PCard processes and conducts the annual internally Concur Pcard and reconciliation audit of all departments to ensure reconciliations are being done monthly and reviews results with the college BM and PM. Responsible for processing foundation web invoicing payments and generating quarterly reports for distribution to Department Chairs/Director. Prepares and mails donors thank you cards for the Dean. Assist the college PM with documentation and budgetary tracking of various college foundation accounts. - (Essential)
• 10% - Financial – Procedural Serves, under the direction of college PM, as the college’s primary Concur contact. Stays current on Concur processes and requirements and ensures the departments are notified of all changes and the college SOPs are updated. Serves as backup contact to the Travel & Employment Specialist (TES) on travel requirements. This will include coordinating with the division liaison that serves as the backup travel contact and connecting them with the faculty when the TES is not available. Serves as the reviewer for the college TESs’ monthly Pcard expense report. Provides budgetary training and guidance to new department (AS) and (OA) and serves as backup to AS/OA positions during FMLA, long term leave, and resignations. Performs other duties, as needed, for the fiscal and administrative operations of the college as assigned. - (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: 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 is eligible for veteran's preference.

This position requires fingerprinting.

This position requires a criminal background screen.

Number of Vacancies 1
Work Hours 8:00 - 5:00
FTE 1
Salary Range $45,000 - $47,000
Pay Basis Annually
Closing Date: 04/08/2024
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 [email protected].
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 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.

Finalists will asked for contact information for a minimum of two professional references, of which, one must be a current or previous supervisor.

Advertised:March 22, 2024
Applications close:April 08, 2024

Apply now

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