Administrative Specialist 126360

The University of West Florida is an Equal Opportunity/Access/Disabled/Veteran employer. Any individual requiring special accommodation to apply is requested to advise UWF by contacting UWF Human Resources at 850.474.2694 (voice) or 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: 126360 Position Title (Classification Title):  Administrative Specialist 126360 Working Title:  Administrative Specialist Job Summary: The Administrative Specialist will provide a wide array of administrative functions requiring a high level of discretion and professionalism, effective organizational and communication skills, and the ability to adapt to rapidly-changing and sometimes competing priorities. It is the primary responsibility of the Administrative Specialist to arrange travel, purchasing and managing expense and travel reports, and contract and program invoicing. Additional duties include managing various departmental calendars, answering phones, maintaining stock of office supplies, ensuring proper records retention, plus other administrative duties as they arise. Department Conferences & Continuing Education FLSA: Non-Exempt 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 departmental or office level administrative functions, purchasing and processing financial transactions, travel coordination, and expense management. Excellent time management and customer service skills. Excellent written, verbal and interpersonal communication skills. Preferred Qualifications Some college plus 5 years experience. One year experience in a University office setting. Precise attention to detail and strong organizational skills. Excellent computer skills with Banner experience. A working knowledge of university policies and procedures. Essential Functions / Job Duties:

• 35% - Financial: Pcard user for the ordering of office supplies, computers, equipment, and other items as needed. Handles purchase requisitions. Processes payments via PO and direct pay requests. Maintains and tracks expenditures in alignment with established budgets. Manages the acquisition, distribution and inventory of resources, and provides updated expense and travel reports to leadership. Manages invoicing for credit and non-credit programs and works with the business manager and accountant for tracking invoice revenue. Assists with tracking contracts and submitting contracts for review as needed. - (Essential)
• 30% - Travel: Handles travel arrangements and reservations for CE staff and partnership credit and non-credit programs. Researches travel options, secures travel reservations and arranges flights, conference registrations, rental car and transportation. Prepares, submits and tracks all Travel Authorization Reports (TARs) and Travel Expense Reports (TERs) and is responsible for management of travel documentation. - (Essential)
• 20% - Clerical: Responds to UWF and non-UWF parties, faculty, staff, and vendors related to office support duties. Maintains and orders office supplies. Initiates and manages facility and maintenance work orders for numerous activities. Maintains appearance of lobby area and provides coverage for the office during normal working hours. Opens, sorts, and distributes incoming correspondence. Responsible for Confluence policy and process updates as they relate to the administrative specialist position. - (Essential)
• 15% - Support: Assists with tracking and submitting program contracts for review as needed. Assists leadership with managing various departmental calendars, scheduling periodic and recurring meetings, preparing meeting agendas, and assists with Division staff events. Serves as back up to processes employee key requests, name tags, and materials. Serves as the back up DISRep for the Division of Continuing Education, and provides support and back up for hiring as needed. - (Essential)