Administrative Specialist - 103830

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: 103830 Position Title (Classification Title):  Administrative Specialist Working Title:  Administrative Specialist Job Summary: The Administrative Specialist will play a key role in supporting our IT department and ensuring smooth operations across various functions.

Key Responsibilities:

- Provide top-notch administrative support to the ITS Executive Director, Directors, and Managers
- Assist with IT operations including Telecom, Front Office, and Help Desk, by triaging tickets and responding to phone and in-person requests.
- Utilize and manage web-based programs and tools such as Google Workspaces, Tableau, Confluence, and our ITS ticketing system (Jira).
- Multi-task effectively and prioritize tasks to meet departmental needs.
- Ability to oversee and manage building-related support tasks, ensuring efficient operation and coordination of resources. Department ITS General Admin 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: - Customer service experience and strong administrative support skills.
- Proficiency with Google Workspaces.
- Ability to quickly learn and use web-based programs such as ticketing systems, Tableau, Confluence, and proprietary software.
- Strong multi-tasking and prioritization abilities.
- Experience in supporting IT operations, including ticket triage and handling various support requests.
- High school diploma required; four years of relevant experience needed. Equivalent college coursework or vocational/technical training may substitute for experience. Preferred Qualifications Relevant college coursework or 4 years experience. Essential Functions / Job Duties:

• 55% - Assists the CIO/Executive Director with scheduling meetings and other administrative tasks for the CIO/Executive Director and ITS Leadership. Acts as the primary for inquiries and issues from the walk-in counter, ensures classrooms and training rooms in building 79 are presentable, functional and doors are unlocked for any events scheduled. Works with outside vendors to checkout keys and when necessary, notify ITS staff that this work is occurring. Signs for and follows up with all deliveries to notify requester that item has arrived and to approve payment is processed. May also attend meetings and/or coordinate follow-up actions items for ITS directors/managers. - (Essential)
• 20% - Responsible for maintaining the reception area. Responsible for ordering employee keys and maintaining documentation, entering leave requests for ITS employees on internal leave calendar. Submits Facilities work orders for the department and assesses the budget to check when requests are complete. Act as department liaison with Nautilus card office regarding building door swipe access, act as department liaison with UWF police regarding security of building, lock/unlock schedule or in case of emergency in building. Assist with surplus of property when necessary. Responsible for the maintenance of ITS vehicles and scheduling of preventive maintenance checks. Backup for fiscal specialist when needed. - (Essential)
• 15% - Escalates information/problems to appropriate employees when necessary. Add and update alerts in the Collective (internal ITS web-based program) for Telecommunications and IT Operations problems. Other duties as assigned. - (Essential)
• 5% - Order and purchase equipment, supplies, and parts required for ITS employees. - (Essential)
• 5% - Maintain documentation in Confluence as directed by CIO/Executive Director and ITS Management Team. - (Essential)

Physical Demands:

• Physical Requirements: Regularly involves lifting, bending or other physical exertion. Often exposed to one or more disagreeable environmental factors, such as heat, cold, noise, dust, dirt, chemicals, etc., with often to