We're Hiring!

POSITION DETAILS

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

Position Number:  104610
Classification Title:  Administrative Specialist
Working Title:  Employment and Travel Specialist

Department:  Travel Administrative Support
FLSA Status:  Non-Exempt
Salary Range:  $50,000 - $52,000
Pay Basis:  Annually

POSITION OVERVIEW

JOB SUMMARY:

This position supports the colleges of the Academic Affairs division, primarily the Lewis Bear, Jr College of Business (LBJCOB), by arranging travel, preparing, and processing all travel documents. Using the CTRAV Jira ticket and Concur, this employee prepares all travel documentation for travel assigned to them, makes reservations using a P-card to pay for travel expenses, develops and maintains a filing system related to travel, and secures the appropriate approvals before travel request submissions. The position would require a complete understanding of travel, purchasing policies, and using a state purchasing credit card.

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. Ability to follow instructions and communicate effectively both verbally and written. Ability to utilize problem solving and time management skills.

PREFERRED QUALIFICATIONS:

Experience with state and university travel policies is preferred, as well as, previous experience with Concur. Customer service and support experience helpful.

ESSENTIAL FUNCTIONS/JOB DUTIES:

• 95% - Serves as primary point of contact for travel requests and expense reports to be prepared in Concur. Makes travel arrangements and prepares travel requests and expense reports, including vicinity (including blanket liability requests), domestic, foreign, student group travel, individual student travel scholarship award requests. The position requires a complete understanding of travel, purchasing policies, and using a state purchasing credit card. Use of the P-card includes reconciliation and reporting. This position requires adaptability in working with and adhering to each colleges’ specific requirements for approvals and documentation within the state and University policy. These requirements will include filing procedures, obtaining student waivers, tracking travel by college specific spreadsheets, purchasing or requesting insurance where appropriate, etc. - (Essential)
• 5% - Other assigned duties as time allows - (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 a criminal background screen.
• This position requires fingerprinting.
• This position is eligible for veterans’ preference.

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 am-5:00 pm, occasional night/weekend hours may be required.
FTE:  1.0
Closing Date:  03/31/2026