Administrative Specialist - CASSH Dean's Office 129590
Job no: 495749
Work type: Staff Full-time
Location: Pensacola - Main Campus
Categories: Staff, College of Arts, Social Sciences & Humanities 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-###-#### (voice) or 1-850-###-#### (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: For assistance contact UWF Human Resources at 850-###-#### or ...@uwf.edu. Employment based visa sponsorship will NOT be considered for this position. Position Number: 129590 Position Title (Classification Title): Administrative Specialist 129590 Working Title: Administrative and Event Specialist Job Summary: Performs high-level administrative and financial support for the College of Arts, Social Sciences, and Humanities (CASSH) Dean's Office. Works closely with the Senior Administrative Specialist (SAS) on various processes, including faculty credentialing, onboarding of new hires, scheduling meetings, managing employee access, and liaising university offices and departments. Assists with Dean's office communications and liaises with departments on behalf of the Dean's Office. Provides oversight and training to department Administrative Specialists (AS) & Office Administrators (OA) on administrative processes, including hiring, procurement, and Concur. Accountable for Dean's office purchasing and procurement processes. Writes and maintains various Standard Operating Practices (SOP). Assists the Dean's office with events, including relevant administration processes and event-day support. Assist the Dean's, Business Manager, and SAS in researching data, preparing reports, projects, and analyses. Supports the administration of diverse initiatives, including the General Studies Program (BGS). Department CASSH 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: 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 Two-year college degree and two or more years of experience in a financial and administrative support position in higher education; experience with Google Suite; and university accounting and procurement systems, hiring processes, and records management. Exceptional professionalism, including the ability to relate to others in a professional and helpful manner; organize, prioritize, multitask, and manage multiple workflows; and attention to detail. Strong office management capabilities. Ability to plan, organize, and problem-solve. Ability to supervise and manage multiple workflows; communicate effectively both verbally and in writing; work independently; and take initiative. Ability to motivate and encourage others through teamwork and cooperation. Excellent organizational and time management skills. Ability to maintain confidentiality and represent the College of Arts, Social Sciences, and Humanities and the University in a professional manner. Essential Functions / Job Duties:
- 50% - • Serves as primary contact for the Dean's office. • Manages the Dean's Office's calendars and reservation requests. • Utilize oral and written skills and public relations techniques to facilitate communication with a variety of university and community stakeholders in various professional capacities. • Supervise and maintain various business processes pertaining to CASSH, including, but not limited to, purchasing, fiscal reporting/Budget, hiring and credentialling, and other daily office operations. Includes departmental assistance. • In conjunction with the SAS, provide administrative training and guidance to AS/OAs; serving as the backup to AS/OAs positions during FMLA, long-term leave, and resignations. • Oversee Federal Work Study for the Dean's office and function as the college's Federal Work Study liaison. - (Essential)
- 40% - UNDER THE SUPERVISION OF THE ASSISTANT DEAN • Serves as primary event planner and contact for the College Dean's Office. • Assists the CASSH Communication Coordinator and Assistant Dean with event planning, purchasing, and monthly reconciliation of all charges. • Assists with all set-up, hosting, and breakdown of all events. - (Essential)
- 10% - • Assist the director of Bachelor's of General Studies (BGS) with various administrative processes. - (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 requires fingerprinting. This position requires a criminal background screen. This position is eligible for veteran's preference. Number of Vacancies 1 Work Hours 8am-5pm may vary depending on events FTE 1.0 Salary Range $40,000 - $44,000 Pay Basis Annually Closing Date: November 21, 2024 Special Instructions to Applicants: Candidates must apply online through the University of West Florida website: 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-###-#### or email ...@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 or call 1-866-###-####. 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: October 24, 2024
Applications close: November 21, 2024