We're Hiring!

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

POSITION DETAILS

Position Number:  100020
Classification Title:  Administrative Specialist
Working Title:  Administrative Specialist, Communication

Department:  Dept. of Communication
FLSA Status:  Non-Exempt
Salary Range:  46,000
Pay Basis:  Annually

POSITION OVERVIEW

JOB SUMMARY:

The Communication Department Administrative Specialist oversees the daily administrative operations for the department, working closely with the department chair and faculty/staff and overseeing a team of graduate students. This position requires strong communication, problem solving, and decision making skills. The Administrative Specialist must have the ability to learn, assess & implement university policies and procedures related to a range of tasks including budgeting, purchasing, travel, production equipment management, building space management, and event planning.

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:

Four-year college degree or a master's degree in Communication or a related field preferred. Experience with graduate student management, including graduate scholarship allocations, preferred. Knowledge of office procedure and management, and general administrative skills. Expertise in supervising and evaluating personnel's work and efforts. Experience in events planning and management. Excellent people skills to negotiate students, faculty, and the public. Effective time management, pro-active problem solving, ability to work independently with minimal supervision. Strong experience in administrative procedures preferred. Previous experience in office work on a college or university campus preferred.

ESSENTIAL FUNCTIONS/JOB DUTIES:

• 20% - Under limited supervision and to achieve maximum productivity within an academic department the position of Office Administrator: Office Operations: Serve as the first point of contact to faculty, students, staff, and the public via phone, email, mail, and in-person; Utilize oral skills, written skills, and public relation techniques to handle all office operations and communication; Manage multiple Google calendars and serve as the liaison between university procedures/policies and faculty and students. - (Essential)
• 15% - Graduate Recruitment: Help facilitate fast track to graduate program, and track potential students throughout their undergraduate study. Work alongside the Graduate School/ Slate review all applications and inquiries. Set up a strategic plan to have faculty review and vote on applicants. Assist in recruitment events around campus. Create and manage recruitment packages: Assistantships/matriculations, Merit/Pace scholarships and other financial means for recruiting students. - (Essential)
• 10% - Procurement: Process contracts, KREQS, Requisitions, and reimbursements. Serve as primary PCard user for the department making purchases following all university PCard procedures for purchase and reporting. Use Concur to submit monthly PCard reports and serve as a PCard reviewer for at least one other CASSH department. - (Essential)
• 15% - Supervising: Supervise OPS, work study, undergraduate and/or graduate students, and intern employees. - (Essential)
• 5% - Budget: Process Journal Entries and Budget Transfers. Manage departmental spending for all accounts including grants, seed accounts, sponsored research, auxiliary, and SGA. Manage Foundation accounts and scholarship funds. Manage the intake of money, cash or check, and route the money correctly following all UWF policies and procedures. Prepare advancement reports. Manage M & S fees. - (Essential)
• 5% - Events: Assist with department events using EMS, handling advertising needs, ordering food, creating JIRAs, processing Alcohol memos, processing payments and reimbursements, preparing and properly routing Contracts, creating requisitions, and acquiring copyright permissions. - (Essential)
• 5% - Academic Section: Aid with textbook adoption deadlines. Use Degree Works, Banner, Information Navigator, ACRES, Message Composer, and Tableau reports. Help with syllabus update requirements. Process Adjunct/GTA evaluations. - (Essential)
• 5% - HR: Serve as department timesheet approver, process paperwork to hire students, serve as department DisRep, monitor SCOOP training for compliance. Submit Adjunct appointment forms. Process effort recaps as needed. Assist with departmental faculty and staff searches. - (Essential)
• 5% - Facilities/Property Management: Track attractive assets following university guidelines, process surplus items, serve as the point of contact for building emergencies, submit work orders, reserve rehearsal and performance spaces. Update the yearly COOP report and the SPIN/STARS space allocation report. Follow record management procedures to store or dispose of paperwork. Process key requests and building access cards. - (Essential)
• 10% - Course Scheduling: In consultation with the department chair and advisor, complete the course report spreadsheet provided by the Registrar’s Office. Submit JIRA tickets for room updates, and class schedule, course and instructor changes. Assist with CCRs and 990 course creations and submissions. - (Essential)
• 5% - Hiring: Each semester, in accordance with course schedule, process the necessary paperwork for any new hire adjuncts. This includes, but not limited to: PageUp, requesting transcripts, adjunct appointment forms, etc. - (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: Occasionally
• Stooping: Occasionally
• Use of hands to handle objects: Daily
• Lifting up to 10lbs: Frequently
• Lifting up to 25lbs: Occasionally
• Lifting over 25lbs: Occasionally
• 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 is eligible for veteran's preference.

• This position requires a valid driver's license.

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.

ADDITIONAL POSTING DETAILS

Number of Vacancies: 1
Work Hours:  8:00-5:00
FTE:  1.0
Closing Date:  1/1/2026