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POSITION DETAILS

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

Position Number:  111000
Classification Title:  Administrative Specialist
Working Title:  Administrative Specialist

Department:  Doctoral Program
FLSA Status:  Non-Exempt
Salary Range:  $46,000
Pay Basis:  Annually

POSITION OVERVIEW

JOB SUMMARY:

This position assists the Director of Doctoral Studies, the Ed.D. Program Policy Group, and the Ed.D. Program Working Group with accomplishing clerical and administrative tasks and provides information regarding policies, procedures, and guidelines for EdS and EdD. applicants and enrolled/withdrawn students. It is also responsible for assisting students and faculty with dissertation course registration and scheduling.

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 college and university policies and procedures, letter styles/formats, filing systems, word processing, university/state travel procedures, software applications including Windows, Microsoft Office products, Banner, Zoom, Google, and others that are used within the University and the Ed.D. Program.

PREFERRED QUALIFICATIONS:

Some college plus 4 years of experience.

ESSENTIAL FUNCTIONS/JOB DUTIES:

• 20% - Administrative & Departmental Operations Provide high-level administrative support to the Department Chair and faculty, including calendar management, correspondence, meeting coordination, and document preparation. Serve as the primary point of contact for departmental communications (email, phone, visitors, and general inquiries). Coordinate department meetings, retreats, events, workshops, faculty searches, and guest speakers. Maintain accurate and organized departmental records, files, and documentation. Support department initiatives, projects, and strategic priorities as assigned. - (Essential)
• 30% - Academic & Student Support Serve as a resource for undergraduate and graduate students regarding program requirements, policies, procedures, and deadlines. Assist with course scheduling, room coordination, and course setup. Process academic forms related to advising, registration, internships, research milestones, graduation, and appeals. Support admissions processes by tracking applications, communicating with applicants, and maintaining student records. - (Essential)
• 30% - Oversight of Doctoral Programs Manage databases for EdD and EdS student demographic, advising, program, and compliance data. Develop and maintain systems for tracking doctoral student progress and compliance with program policies. Maintain accurate current and archived doctoral program records in accordance with institutional policies. Stay current on doctoral program policies, procedures, and student/course requirements. Serve as Recording Secretary for the Doctoral Oversight Committee, including scheduling meetings and managing logistics. Prepare and distribute agendas and official minutes. Manage electronic balloting and vote-tallying processes. Submit student requests (milestones, appeals, extensions, graduation documentation) for committee review. Communicate committee decisions to students, faculty, and relevant offices (Director’s Office, Graduate Studies, Registrar). Coordinate dissertation committee formation by maintaining faculty lists, reviewing committee requests, and presenting approvals to the committee. Serve as liaison with the School of Education Advising to support accurate registration and scheduling. Develop annual projections for the dissertation committee needs to support program planning. - (Essential)
• 10% - Fiscal & Human Resources Support Assist with departmental budget processes, purchasing, travel authorizations, reimbursements, and financial tracking in accordance with university procedures. Process hiring paperwork and onboarding for adjunct faculty, graduate assistants, and student employees. Maintain records related to faculty workload, credentials, and evaluations as requested. - (Essential)
• 10% - Technology & Systems Support Utilize university systems (e.g., student information systems, learning management systems, HR and finance platforms) for tracking, reporting, and documentation. Maintain shared calendars, digital files, and departmental communication platforms. Assist with basic technology troubleshooting and coordinate with IT support as needed. - (Essential)

PHYSICAL DEMANDS:

• Physical Requirements: No unusual physical requirement. Requires no heavy lifting and nearly all work is performed in a comfortable indoor facility.
• 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: Occasionally
• Walking: Daily
• Sitting: Daily
• Reaching with hands and arms: Daily
• Climbing or balancing: Never
• Stooping: Daily
• Use of hands to handle objects: Daily
• Lifting up to 10lbs: Occasionally
• Lifting up to 25lbs: Never
• 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 screening.
• 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
FTE:  1.0
Closing Date:  04/04/2026