Program Specialist
: Job Details :

Program SpecialistJob no: 495728 Work type: Staff Full-time Location: Pensacola - Main Campus Categories: Staff, Records ManagementThe 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: 103400Position Title (Classification Title): Program Specialist 103400Working Title: Program SpecialistJob Summary: Manages the transfer and disposition of records to and from all departments and program areas per the State retention schedule.Maintains records according to the State retention schedule and any other relevant laws and guidelines and ensures timely and accurate reporting to the state.Assists departments with the transfer of documents and other records to the University Archives.Serves as the University Liaison for shredding contractors, e-waste contractors, and other contacts related to records management.Instructs and provides regular advisory and consulting services to faculty and staff regarding records and information management policies, standards, and procedures. Provides training, documents and updates the information and resources on the Records Management website with the assistance of Business and Auxiliary Services Marketing.Advises departments regarding identification and security of records, disaster recovery for records, including storage procedures, electronic storage, vital records, and confidential and sensitive information.Designated as staff student printing technician - Receive paper orders and disperse the paper to various storage cabinet locations on campus. Fill paper trays. Order and receive replacement parts from vendor. Replace printer parts. Replace printer or monitor, as needed. Interface with vendor technical support team on an as needed basis. Interface with the vendor student employee and Business and Auxiliary Services LSP on an as needed basis.Department Records ManagementFLSA: Non-ExemptMinimum 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: High School Diploma and six years of appropriate experience. Appropriate college coursework or vocations/technical training may substitute at an equivalent rate for the required experience.Any appropriate combination of relevant education, experience, and/or certifications may be considered.Preferred Qualifications Experience with records management in a higher education setting.Knowledge of State Public Records Laws and Rules, Records Management Practices and Procedures, Policies of the State Division of Library and Information Services, Bureau of Archives and Records Management, Records Storage Facility/Micrographics Procedures/Standards is a plus.Essential Functions / Job Duties:

• 5% - As Student Printing assistant, disperse paper to student printing locations as needed. As Trolley Shelty Display assistant, changes out monthly posters in up to 8 locations. - (Essential)
• 15% - Develop, compile and communicate procedures for records management activities to university departments. Act as consultant to departments regarding any records and information management issues. - (Essential)
• 2% - Determine Records Management supply needs and order as needed. Receive, verify and approve purchase invoices from vendors. - (Essential)
• 2% - Verify the integrity of historical microfilm in storage on an annual basis - (Essential)
• 75% - Maintain records log book (electronically) and remove boxes from storage shelves when they have met their retention. Complete disposition paperwork, obtain signatures (Supervisor sends through DocuSign). Prepare for and scheduling shredding on a regular basis. Work with University Archivist as required. - (Essential)
• 1% - Develop and recommend annual Records Management budget and communicate to supervisor and Business and Auxiliary Services accountant. - (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: Frequently
• Stooping: Daily
• Use of hands to handle objects: Daily
• Lifting up to 10lbs: Frequently
• Lifting up to 25lbs: Frequently
• Lifting over 25lbs: Frequently
• 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 is eligible for veteran's preference.This position requires a valid driver's license.Number of Vacancies 1Work Hours 8:00am-5:00pmFTE 1.0Salary Range $31,320Pay Basis AnnuallyClosing Date: 12/2/2024Special 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 15, 2024 Applications close: December 02, 2024