Administrative Specialist 100370

POSITION DETAILS

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

Position Number:  100370
Classification Title:  Administrative Specialist
Working Title:  Administrative Specialist

Department:  Dean of Students-Student Services
FLSA Status:  Non-Exempt
Salary Range:  $46,000
Pay Basis:  Annually

POSITION OVERVIEW

JOB SUMMARY:

Manages and coordinates the daily office and administrative operations of the Dean of Students Office and the Office of Health Promotion to ensure essential activities and business functions are appropriately handled including budget related functions, travel, purchasing, event planning and support, and human resource related functions. Provides high-level administrative and clerical support to Dean of Students and Health Promotion office staff. Prepares correspondence, agendas, reports, receives visitors, schedules meetings and events, and assists with departmental or divisional initiatives, special projects, and other functions as needed. Supports office staff with guidance regarding university policies and procedures related to essential functions and business processes. Supervises student employees. Maintains department, staff and leave calendars.

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:

Ability to manage competing priorities with minimal direction in a high stress environment. Experience with MS Office software and electronic databases. Strong writing, organizational, customer service, and project management skills with great attention to detail. Ability to diplomatically handle difficult or urgent matters in a confident and proficient manner and to maintain confidential and sensitive information with tact and discretion. Exercise professionalism with varying levels of internal and external stakeholders. Ability to communicate clearly and concisely to convey appropriate messages, give instructions, and obtain information.

PREFERRED QUALIFICATIONS:

Previous experience working in a university setting. Working knowledge of UWF policies and procedures. Highly Proficient with Microsoft and Google office programs and competent with software such as Maxient, Banner, Concur. Knowledge of generally accepted budgeting principles and human resource policies and procedures. Budget issues, personnel concerns and human resource issues, student complaints and crises.

ESSENTIAL FUNCTIONS/JOB DUTIES:

• 55% - Responsible for coordinating and managing daily office and administrative operations for the Dean of Students Office and Office of Health Promotion to ensure essential activities and business functions are properly handled. Provide high-level administrative support for staff. Performs various clerical functions such as preparing correspondence, and meeting agendas/minutes, receives visitors, and schedules meetings and events. Uses department specific student conduct software to create files, add notes, and send correspondence. Maintains office equipment and supplies including inventory control. Maintains general and electronic filing system for the office. Prepares statistical and compliance reports, handles internal and external information requests, and creates and tracks multiple spreadsheets for various functions, programs, projects, or events. Educates DOS staff regarding pertinent university policy and business process guidelines. Supervises student employees. Maintains department, staff and leave calendars. - (Essential)
• 35% - Responsible for travel arrangements and budget for all departmental staff. Monitors all departmental budgets and expenses. Reviews and reconciles p-card expenses within the designated university system. Serves as liaison to University departments for budget transfers and other financial matters. Serve as a centralized reviewer for PCard approvers for applicable units and may be designated as a delegate to assist other staff. Responsible for supporting human resource processes and related matters within the department including recruitment, onboarding, training compliance, payroll, personnel action forms (PAF) and offboarding. - (Essentia