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POSITION DETAILS

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

Position Number:  120050
Classification Title:  Administrative Specialist
Working Title:  Administrative Specialist

Department:  Business Deans Office
FLSA Status:  Non-Exempt
Salary Range:  $46,000 - $55,200
Pay Basis:  Annually

POSITION OVERVIEW

JOB SUMMARY:

The Administrative Specialist reports to the Lewis Bear Jr. College of Business (LBJCOB), Business Manager and supports the college's hiring and separation processes, utilizing the university's hiring and separation policies and procedures. Responsibilities include assisting the Business Manager with new job description entry, job description updates, faculty and staff searches, uses high-level communication skills to perform the new hire process for faculty and staff. Makes recommendations for streamlining college processes. Prepares and maintains personnel files (electronically and hard copy as needed) ensuring security of these files. Assists with staff and student effort recap forms as needed. Some financial duties such as reconciling ledgers or work on special projects are also required, as time allows. Assists the Dean(s) and answers the phone when other Dean's office employees are on leave.

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:

The ability to multi-task and prioritize well. The ability to work independently and as part of a team, to be well organized and detailed oriented are required. High-level verbal and written communication skills; problem solving abilities; planning and scheduling skills. Excellent customer service skills. The ability to represent the Dean's office in a polished and professional manner.

PREFERRED QUALIFICATIONS:

Experience with PageUp and some Human Resources experience is preferred but not required.

ESSENTIAL FUNCTIONS/JOB DUTIES:

• 35% - This employee works closely with the college's Business Manager to support the college's and university's hiring and separation processes. This position will submit new job descriptions, job description updates and job postings in PageUp for all LBJCOB offices and departments. Ensures any required approval memos and outside ads are attached to the submissions. Includes notes to submissions as required. Ensures that Chair/Director and Dean approvals have been received and the Business Manager has reviewed each submission before any job descriptions or job postings are sent to the Chairs/Directors, Dean, Provost's office and HR for further approvals/processing. Submits annual PageUp updates for adjunct job postings for each academic department after obtaining Chair and Dean approvals. Assists with Separation Clearance forms and the preparation of Personnel Action Forms for retirements and resignations. Files retirement and resignation notices in the employee's personnel file. Interprets applicable university policies and procedures and develops processes to ensure compliance. Makes recommendations for streamlining college processes and procedures. - (Essential)
• 25% - Updates the LBJCOB's list of search steps as needed and sends to the Chairs and Administrative Specialists at the beginning of each search. Works with Advisory Teams and Search Committees to gather and upload required documents such as interview questions, strength and weakness rubrics, ad invoices, ad proofs, meeting minutes, public meeting notices, and any other required search materials at the end of each search. Reminds search committee/advisory team Chairs to change the statuses of each applicant at the end of each search. Reminds departmental Administrative Specialists and Office Managers to email the ITS Disrep to get a quote on a new computer system for each new hire. - (Essential)
• 25% - Uses the Business Manager's checklist and standard emails to complete the new hire process. Sends emails to obtain official transcripts, letters of recommendation, work reference check forms and sends to HR Backgrounds. Changes the finalist's status and uploads offer letters to the finalist's application in PageUp after the appropriate approvals have been received from the Dean and Provost's office, as needed. Submits requests for Essential Documents to HR to contact finalists for new hire paperwork. Stays in contact with the finalist until the new hire process has been completed and the new employee has a Banner ID number. Emails the ITS Disrep for the LBJCOB to request that each finalist has been claimed into the appropriate department. Submits faculty qualification information to XITRACS at the end of the new hire process. Covers for the Sr. Administrative Specialist with Adjunct new hires when she is on leave. - (Essential)
• 15% - Preparation and maintenance of electronic and hard copy personnel files is also required. Maintains electronic copies of all staff job descriptions submitted through PageUp for easy retrieval. Sets up worksheet(s) with key responsibilities for each staff position. Assists with Effort Recap forms for staff and students, as necessary. Assists the Business Manager by performing financial reconciliations and special projects as time allows. Interprets applicable university policies and procedures and develops processes to ensure compliance. Organizes filing systems and develops a procedure manual for this position. Assists with other duties as assigned by the Dean and Business Manager and 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: Frequently
• 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 a.m. to 5:00 p.m.
FTE:  1.0
Closing Date:  12/14/2025