Office Administrator 129740

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: 129740 Position Title (Classification Title):  Office Administrator 129740 Working Title:  Office Administrator Job Summary: Providing administrative support in the Department of Civil Engineering and Construction Management for faculty, maintaining student and personnel files; preparing academic material for faculty; managing department budgets; preparing payroll paperwork; responsible for preparing and processing student evaluations; responsible for all P-card purchasing; initiating all purchase requisitions; preparing some travel documents; taking minutes for faculty meetings as needed. Department Civil Engineering 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: 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. Preferred Qualifications Computer Skills. Excellent communication skills, both written and verbal. Organizational and time management skills. Manage budgets. Must have great customer service skills. Essential Functions / Job Duties:

• 45% - Provide technical and administrative office support to department Chair, faculty, staff and students on a daily basis. Create and maintain department personnel files including adjuncts, graduate and student assistants. Responsible for preparing adjunct appointment forms for the Dean’s Office. Responsible for preparing OPS action sheets and essential payroll documents. Acts as office receptionist, oversees the sorting and delivering of mail. Assist with travel arrangements as needed for faculty, students and non employee visitors. Produce typed materials using word processing software. Responsible for p-card purchases and reconciliations. - (Essential)
• 30% - Responsible for control and flow of paperwork for departmental faculty including correspondence, quizzes, exams, materials for publication, reports and committee work, student evaluations of faculty, classroom materials; maintain security of all exams and confidential information; each semester, gather data for course distribution, prepare all book orders as needed, and schedule department course offerings. Assist with department events which includes making room reservations and/or catering order. - (Essential)
• 10% - Maintain all departmental budgets, initiate all purchase requisitions and direct pay requests. Initiate and approve requests for office supplies, train any departmental OPS staff, supervise inventory of department equipment and responsible for maintaining security of equipment as appropriate. May need to assist with PageUp and travel documents. - (Essential)
• 15% - Responsible for organization of office routine, ensuring coverage for office at all times, supervise any OPS office staff and indirect supervision of graduate assistants. Certify payroll for OPS student assistants, graduate assistants, tutors and student technical support. Maintain matriculation fee waiver information on graduate assistants and complete all data input for waivers and awards. - (Essential)

Physical Demands:

• Physical Requirements: No unusual physical requirement. Requires no heavy lifting and nearly all work is performed in a comfortable indoor facility.
• Impact of Deadlines: Routine deadlines. Usually sufficient lead time. Variance in work volume, seasonal, and predictable. Priorities can be anticipated. Some interruptions are present. Involves occasional exposure to demands/pressures from persons other than immediate sup.