Administrative Specialist 116790

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: 116790 Position Title (Classification Title):  Administrative Specialist 116790 Working Title:  Administrative Specialist Job Summary: The incumbent in this position will provide administrative support for Network Director; will be responsible for serving as the primary point of phone and walk-in contact with the Coordinating Center, provide all office management support duties. Department FL Public Archeology Centers Ntwk 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 Experience with state government policies and procedures (especially relating to procurement); experience with State of Florida and/or University of West Florida a definite plus (including experience with Banner system). Bachelors degree in public administration, business administration, accounting, or related discipline. Essential Functions / Job Duties:

• 50% - Provide administrative support to the FPAN Executive Director, faculty and staff. This includes preparation of annual contracts, review quarterly invoices for payment; maintain several budgets, prepare travel arrangements; payroll functions, pcard approval and reconciliation, invoicing, maintaining department files; procurement of supplies/equipment/vehicles; transcribing Board minutes; responsible for matriculating fee waivers, out of state tuition and manages the division Scholarship program. - (Essential)
• 10% - Tracks expenditures against annual budget; prepares monthly report. Status of budget will be kept up to date; budgetary concerns will be immediately brought to the attention of the Director. - (Essential)
• 10% - Answers phone, responds to e-mail and mail, and greets walk-in patrons. Contacts will be friendly and helpful; messages, mail, and e-mail will be answered promptly; and requests for information and referral will be followed through with promptly. - (Essential)
• 10% - Maintains files for the Network and Coordinating Center; maintains contacts lists and monitors website for needed updates. Assists in the preparation and distribution of Requests for Proposals for Network Centers; receives and organizes RFPs for consideration by review committee. - (Essential)
• 10% - Provides administrative support for Network board. Schedules, arranges travel, and makes local arrangements for board meetings. Ensures that proper public notification is made of board meetings. Prepares agenda and supporting documents for board meetings. Provides copies of monthly and annual Network reports and distributes to the board. Assists in the preparation and distribution of minutes of board meetings. - (Essential)
• 5% - Oversee building and vehicle maintenance; serve as the point-of-contact. Orders supplies and services needed for the operation of the Coordinating Center and the Network. Ensures that all purchasing guidelines are followed in all transactions. Arranges for travel of Director and other Coordinating Center staff. - (Essential)
• 5% - Oversee rental contacts for FPAN centers around the state; ensure monthly rent is paid on time; maintains an up-to-date inventory of capital property assigned to Network Centers, and list of non-capital supplies provided to Network Centers. - (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 e