Sr. Administrative Specialist 129650

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. 

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

Position Number: 129650 Position Title (Classification Title):  Sr. Administrative Specialist 129650 Working Title:  Senior Administrative Specialist - CE Job Summary: The Senior Administrative Specialist provides a wide array of administrative functions requiring a high level of discretion and professionalism, effective organizational skills, poise, and the ability to adapt to rapidly-changing and sometimes competing priorities. The Senior Administrative Specialist assists CE Leadership with multi-faceted administrative duties on a daily basis and serves as the liaison between Continuing Education and various university personnel including University colleges and department staff, Human Resources, the Provost's Office, and Procurement to provide assistance and support for Continuing Education initiatives and interpreting and implementing university and CE policies and procedures. Works directly with the Assistant Vice President for Academic Affairs and CE Leadership in matters related to personnel, Human Resources, documentation, scheduling, and more. It is the primary responsibility of the Senior Administrative Specialist to initiate and complete an extensive variety of hiring tasks and pay processing for staff, adjuncts, instructors, and faculty. The individual in this role is expected to provide insight for improvements and streamlining of Division processes and take actions on items that directly affect or require an effort of administrative support. The Senior Administrative Specialist effectively utilizes the Continuing Education jira ticket system to stay organized and keep others informed of work progress. Additional duties include managing various departmental calendars, scheduling periodic and recurring meetings, preparing meeting agendas, carrying out CE DisRep responsibilities, and serving as a backup for CE procurement and purchasing needs or other administrative duties as they arise. Department Conferences & Continuing Educ 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: Motivated individual with extensive knowledge of (1) employment and hiring procedures; (2) department or office level purchasing and financial transaction processing; (3) administrative functions with excellent time management, customer service, written, verbal and interpersonal communication skills. Precise attention to detail and strong organizational skills required. Experience operating in a fast-paced office setting with the ability to work independently to meet deadlines.

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. Preferred Qualifications Preferred Qualifications: Some college plus six years relevant experience in a University setting. Proven ability to manage multiple tasks and projects simultaneously and ability to prioritize needs and requests. Excellent computer skills with proficiency in Banner, Concur, PageUp, Jira, Confluence, Microsoft Office Suite, Google Calendar, Gmail and Chat. Working knowledge of university policies and procedures. Essential Functions / Job Duties:

• 40% - Performs a variety of highly sensitive and confidential tasks including maintaining confidential records such as faculty and staff personnel files, Personnel Action Forms and contracts. Prepares, manages and tracks an estimated 600 Personnel Action Sheets per year for Continuing Education’s non-credit and credit programs, Explore Summer Camps, Center for Behavior Analysis and the Center for Cybersecurity. Under the direction of CE Leadership, the Senior Administrative Specialist submits all pay changes and supporting documents for Division staff as requested. Prepares approximately 250 Extra State Comp forms throughout the year based on the academic calendar for Continuing Education departm