Sr. Administrative Specialist 109090

The University of West Florida is an Equal Opportunity/Access/Affirmative Action/Disabled/Veteran employer. Any individual requiring special accommodation to apply is requested to advise UWF by contacting UWF Human Resources at 1-850-474-2694 (voice) or 1-850-857-6158 (TTY). E-Verify is required for employment. All applications for employment at the University are subject to Florida public records law. 

Please review job requirements carefully.  Failure to submit all pieces of the application may result in disqualification. Applications are accepted on the University of West Florida career site: https://careers.uwf.edu. For assistance contact UWF Human Resources at 850-474-2694 or jobs@uwf.edu.

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

Position Number: 109090 Position Title (Classification Title):  Sr. Administrative Specialist 109090 Working Title:  Senior Administrative Specialist Job Summary: This employee reports directly to the Dean of the College of Business and provides support to the Dean in managing the operations, communications, processes, and other critical components of the COB Dean's office. Manages the Dean’s calendar, scheduling of meetings for the Dean, providing correspondence (internal and external) for the Dean, and gathers and organizes data to create reports, and presentations as directed by the Dean. Works closely with and serves as special and confidential administrative assistant to the Dean. As directed by the Dean, assists Associate Deans, Business Manager, and two Dean Emeriti of the College of Business in carrying out their responsibilities. As directed by the Dean, serves as the point of contact and liaison with internal and external constituents, COB and UWF departments, COB centers, students, and faculty. This employee trains office staff, as necessary. Maintains smooth operation of the office in the absence of the Dean and Associate Deans. As directed by the Dean, works in collaboration with other UWF employees and in teams to plan, organize, manage, and execute programs and events. Works closely on behalf of the Dean and Dean’s Office with the College Personnel Committee, College Council, and other COB committees. Works closely with the COB Business Manager as directed by the Dean. Regularly accompanies the Dean to assist as needed with meetings, events, and other interactions with the UWF community and public. Serves as a core member of the AASDC Hub Council and the COB's representative on the Academic Affairs Staff Development Council. Department Business Deans Office FLSA: Non-Exempt Minimum Qualifications: A high school diploma and six years of appropriate experience. Appropriate college coursework or vocational/technical may substitute at an equivalent rate for the required experience. Position Qualifications: 1. Higher Education institution experience in understanding and adhering to College and University policies and procedures. 2. Experience in managing multiple organizational schedules that may have frequent changes and invitees for meetings. 3. Excellent skills in utilizing computer software including Microsoft Word, Excel, PowerPoint, and Dropbox. 4. Experience utilizing and managing Gmail, Google Calendaring, and managing shared folders and files utilizing Google Drive. 5. Knowledge of scheduling and managing online virtual meetings via Zoom, Google Meets, and other applications. 6. Exceptional communication skills (verbal and written), ability to communicate and collaborate with internal and external constituents (i.e., students, faculty, staff, administration (including executive), industrial and civic leaders, and the public. 7. Ability to exercise a high level of professionalism and confidentiality when faced with various sensitive workplace situations. 8. Experience in collecting organizational data from various sources, organizing data, and creating reports, charts, etc., and presentation creation utilizing PowerPoint. 9. Experience working collaboratively in teams or working individually. Exceptional skills in time management, self-starting assignments, working with limited supervision oversight, process management, and meeting deadlines. Preferred Qualifications Some College. Excellent communication skills, both written and verbal. Exceptional organizational and time management skills. Knowledge of College and University procedures. Ability to type 55 CWPM and compose minutes. Ability to multi-task. Working knowledge of Microsoft Word, PowerPoint, Excel; Google Calendar and e-mail systems; Internet Explorer; Adobe Acrobat; UWF Banner System, and Tableau; Xitrax; DocuSign; and Zoom. Essential Functions / Job Duties:

• 65% - Dean’s Office Functions: Manages the Dean’s calendar, scheduling of meetings for the Dean, manages travel plans/schedules/bookings/accommodations for