We're Hiring!

POSITION DETAILS

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

Position Number:  129190
Classification Title:  Office Administrator
Working Title:  Office Administrator

Department:  Theatre
FLSA Status:  Non-Exempt
Salary Range:  $41,819 - $43,500
Pay Basis:  Annually

POSITION OVERVIEW

JOB SUMMARY:

The incumbent provides administrative and staff support to the Department Chair, the Department Advisor, and all other faculty in the department. The duties include administrative functions including, but
not limited to, answering the phone, greeting visitors, maintaining office filing systems, keeping the calendar, preparing routine university paperwork, memoranda, announcements, and forms, administering the budget, purchasing and control of inventory, doing the first draft of electronic or hard copy correspondence, gathering analyzing and displaying financial and academic data, supervising student assistants and volunteers, classroom scheduling of courses, special event support and publicity, etc. Additionally, the incumbent will provide administrative support to the Department Chair and Department Advisor pertaining to undergraduate student advising by compiling and secondary review of the graduation list. Responsible for creating both course and program Curriculum Change Request (CCR) templates. The Office Administrator will supervise department facilities projects, such as maintenance and improvements.

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. Excellent customer relations skills, easy familiarity with computers and relevant software (e.g., EXCEL, web publishing software, etc.), research skills, and have excellent command of the English language, both orally and in writing.

PREFERRED QUALIFICATIONS:

Familiarity with or course work in Theatre departments and productions.

Up to date working knowledge of University policies and procedures as well as those for the Department of Theatre. Computer competence and familiarity with Microsoft Office Suite, Google mail, drives, docs, sheets, and forms. Knowledge of administrative procedures and policies, knowledge of accounting principles and file maintenance, ability to manage time wisely and work unsupervised, excellent proofreading skills, interpersonal communication skills, and ability to work well with the community and represent UWF and the Theatre Department.

ESSENTIAL FUNCTIONS/JOB DUTIES:

• 20% - 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)
• 20% - 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)
• 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% - Supervising: Supervise OPS, work study, undergraduate and/or graduate students, and intern employees. - (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% - 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% - 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)
• 20% - Recruitment: Compile and distribute promotional materials, process all applications/auditions and inquiries, track potential students, and assist in recruitment events. - (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: 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 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 a.m. to 5 p.m. M - F
FTE:  1.0
Closing Date:  5/15/2026