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: 104540 Position Title (Classification Title): Administrative Specialist, 104540 Working Title: Administrative Specialist Job Summary: Manages the administration and daily operations of the activities within the Department of Movement Sciences and Health under the supervision of the Department Chair. Important aspects of this position include aiding the Chair with a variety of administrative tasks that require the ability to prioritize workload, maintain confidentiality and provide superior customer service to visitors, students, and other callers. Provides information to inquiries received or refers to appropriate units for action. Provides high-level administrative support by conducting research, preparing reports, and handling information requests. Coordinates and directs office functions, such as records and budget preparation, personnel, and preparing correspondence. Prepares agendas, arranges conference calls, keeps meeting minutes, and makes arrangements for committee, board, and other meetings. Works with the department leadership on semester course scheduling by reviewing data provided to them and submitting schedules to the Registrar. Monitors and submits corrections or changes as directed by the Chair.

Department Movement Sciences and Health 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. Preferred Qualifications Experience with building budgets and financial management in an office setting including basic accounting and bookkeeping practices.

Experience purchasing and tracking resources, and maintaining inventory for a complex office with diverse needs.

Effective oral and written communication skills including the ability to interact well with students, staff, and faculty.

Experience supervising student workers. Essential Functions / Job Duties:

• 35% - Departmental Support Provides support for all the operations in the Department of Movement Sciences and Health. Coordinates and manages daily functions of the department. This is an ongoing function and is critical to the overall success and efficient function of the department. Plan, manage, and organize all office operations in coordination with the Department Chair. Participate in the development and implementation of departmental internal operating procedures. Ensure the efficient operation of the Department in the absence of the Chair. Ensure and maintain customer service orientation for students and faculty in the provision of office support services. Manage departmental phone line and email account. Assist with student inquiries and direct them to the appropriate individual. Manage incoming and outgoing mail, directing it to the appropriate party. Assists the Chair in preparing and submitting the departmental teaching schedule for the registrar's office. Ensures the department meets all departmental, college, and university deadlines. Interact with faculty and staff on a daily basis to troubleshoot problems. Assist in departmental event planning. Schedule, arrange, and prepare for meetings. Maintain Google calendar conference room availability; schedule appointments and meetings with faculty, staff, students, partnering agencies, and department committees. When necessary, attend departmental meetings, and take and prepare minutes. Provides departmental support as available to student organization groups, as needed. - (Essential)
• 35% - Budget Uses University systems to access departmental budgets. Maintains accurate records on spending throughout the department's E&G, grants, foundation accounts, sponsored research, etc. with monthly reconciliations. Review and verify budget data for consistency with financial objectives. Plan a yearly budget with the Chair, recommending budget expenditures. Maintain an open dialogue with the Chair and Dean's Office to ensure the Department operates with sound fiscal best practices. Manages all purchase orders, p-card orders, proposals, requisitions, journal entries, direct pay, etc for the department. Review Concur reports for other members of the UKCOH College Administrative Support Team (CAST), as assigned by the Business Manager. Process all scholarships and grants to include offer letter, submission, and updated spreadsheet for the UKCOH Dean's Office. Serves as budget manager for the department. Works with the UKCOH Business Manager and personnel in the financial services office to reconcile discrepancies when needed. Responsible for ordering office supplies. Provides the Chair with a monthly report of budget expenditures. Must have an understanding of rules related to grants, foundation accounts, and E&G requirements and limitations. - (Essential)
• 5% - OPS Staff and Student Worker Supervision - Assign work duties and work schedules with the consultation of the Department chair. • Train all OPS staff and student workers on office equipment usage, filing, mail distribution, and any other tasks assigned. - (Essential)
• 10% - Records Management - Records Management Departmental Liaison. - Manager of departmental shared Google Drive(s). - Maintain confidential personnel files. - Develop departmental record schedules in order to prepare, maintain, and secure all records/files/documents for the department. Set up records as needed to be picked up by the UWF Records Management department for storage Arrange record disposition with the UWF Records Management department. - Files are established for easy retrieval of information for data compilation and reference. - Periodically check on employees' certifications and required training for compliance with the University's requirements. Send out notifications as needed. - (Essential)
• 10% - Chair - Serve as confidential assistant to the Chair. Assist Chair with special projects. - Professionally, and in a timely manner, perform other related responsibilities, duties, and/or tasks as assigned and deemed necessary to maintain the integrity of the department, as well as to fulfill the obligations, requirements, and functions of the department in ensuring that programs and service are consistent without interruptions or delays. - Keep the chair apprised of the day-to-day activities, issues, and concerns with the potential for a decrease in service to students, faculty, and/or the university. - (Essential)
• 5% - Hiring - Prepare adjunct appointment forms. - Process student action sheets and graduate assistantships - Work with the Chair to hire adjuncts as needed. Verify adjunct applications for SACSCOCS compliance. Submit all documents required to Human Resources. - Review and approve appropriate timesheets. - Provide logistical informational support for departmental Sunshine Searches. - (Essential)

Physical Demands:

• Physical Requirements: Occasional and/or light lifting required. Limited exposure to elements such as heat, cold, noise, dust, dirt, chemicals, etc., but none to the point of being disagreeable. May involve minor safety hazards where likely results would be cuts, bruises, etc.
• 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.
• Standing: Daily
• Walking: Daily
• Sitting: Daily
• Reaching with hands and arms: Daily
• Climbing or balancing: Occasionally
• Stooping: Occasionally
• Use of hands to handle objects: Occasionally
• Lifting up to 10lbs: Occasionally
• Lifting up to 25lbs: Occasionally
• Lifting over 25lbs: Never
• Talking as express or exchange of ideas verbally: Daily
• Hearing as perceive sound by ear: Daily
• Vision as distinguish colors & depth: Daily

Special Requirements or Considerations of the Job:
This position requires fingerprinting.

This position requires a criminal background screen.

This position is eligible for veteran's preference.
Number of Vacancies 1 Work Hours 8:00 - 5:00 FTE 1.0 Salary Range $40,000 - $44,000 Pay Basis Annually Closing Date: June 21, 2024 Special Instructions to Applicants: Candidates must apply online through the University of West Florida website: https://careers.uwf.edu.
Applicants are required to attach a resume, cover letter and contact information for three references.
An opportunity to upload these documents will be provided during the application process.
For assistance, please contact Human Resources at 850-474-2694 or email jobs@uwf.edu.
This position allows eligible veterans and their spouses to claim Veterans' Preference pursuant to Section 295.07, F.S.; applicants claiming preference are responsible for providing required documentation on or before the posting deadline date as such documentation is required for eligibility determination. Supporting documentation, in addition to the DD214, may be required based on eligibility criteria. For information on obtaining a DD214, visit http://www.archives.gov/veterans/military-service-records/ or call 1-866-272-6272.
At the conclusion of this search, if a non-preference eligible applicant is appointed to the position and you are a preference-eligible applicant and believe that you were not afforded employment preference in accordance with applicable Florida law and regulation, a written complaint requesting an investigation may be submitted to the Florida Department of Veterans' Affairs, Division of Benefits and Assistance, 9500 Bay Pines Blvd., Room 214, St. Petersburg, Florida 33708. Such complaint should be filed within 60 calendar days from the date that the notice the position has been filled is received by the applicant pursuant to Sections 120.569 and 120.57, F.S.
Prior to filing a complaint, it is the responsibility of the preference-eligible applicant to contact the designated Human Resources or other contact person at least one time after 45 days have passed from the final date for submitting an application or the interview date, whichever is later in time, if the applicant has not received notice of a hiring decision.