University of West Florida
Sr. Administrative Specialist
University of West Florida, Pensacola, Florida, United States, 32573
Sr. Administrative Specialist 109090
Job no:
495748Work type:
Staff Full-timeLocation:
Pensacola - Main CampusCategories:
Staff, College of Business
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: 109090
Position Title (Classification Title): Sr. Administrative Specialist 109090
Working Title: Senior Administrative Specialist
Job Summary: This employee reports directly to the Dean of the College of Business and provides support to the Dean in managing the operations, communications, processes, and other critical components of the COB Dean's office. Manages the Dean's calendar, scheduling of meetings for the Dean, providing correspondence (internal and external) for the Dean, and gathers and organizes data to create reports, and presentations as directed by the Dean. Works closely with and serves as special and confidential administrative assistant to the Dean. As directed by the Dean, assists Associate Deans, Business Manager, and two Dean Emeriti of the College of Business in carrying out their responsibilities. As directed by the Dean, serves as the point of contact and liaison with internal and external constituents, COB and UWF departments, COB centers, students, and faculty. This employee trains office staff, as necessary. Maintains smooth operation of the office in the absence of the Dean and Associate Deans. As directed by the Dean, works in collaboration with other UWF employees and in teams to plan, organize, manage, and execute programs and events. Works closely on behalf of the Dean and Dean's Office with the College Personnel Committee, College Council, and other COB committees. Works closely with the COB Business Manager as directed by the Dean. Regularly accompanies the Dean to assist as needed with meetings, events, and other interactions with the UWF community and public. Serves as a core member of the AASDC Hub Council and the COB's representative on the Academic Affairs Staff Development Council.
Department Business Deans Office
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: 1. Higher Education institution experience in understanding and adhering to College and University policies and procedures. 2. Experience in managing multiple organizational schedules that may have frequent changes and invitees for meetings. 3. Excellent skills in utilizing computer software including Microsoft Word, Excel, PowerPoint, and Dropbox. 4. Experience utilizing and managing Gmail, Google Calendaring, and managing shared folders and files utilizing Google Drive. 5. Knowledge of scheduling and managing online virtual meetings via Zoom, Google Meets, and other applications. 6. Exceptional communication skills (verbal and written), ability to communicate and collaborate with internal and external constituents (i.e., students, faculty, staff, administration (including executive), industrial and civic leaders, and the public. 7. Ability to exercise a high level of professionalism and confidentiality when faced with various sensitive workplace situations. 8. Experience in collecting organizational data from various sources, organizing data, and creating reports, charts, etc., and presentation creation utilizing PowerPoint. 9. Experience working collaboratively in teams or working individually. Exceptional skills in time management, self-starting assignments, working with limited supervision oversight, process management, and meeting deadlines.
Preferred Qualifications Some College. Excellent communication skills, both written and verbal. Exceptional organizational and time management skills. Knowledge of College and University procedures. Ability to type 55 CWPM and compose minutes. Ability to multi-task. Working knowledge of Microsoft Word, PowerPoint, Excel; Google Calendar and e-mail systems; Internet Explorer; Adobe Acrobat; UWF Banner System, and Tableau; Xitrax; DocuSign; and Zoom.
Essential Functions / Job Duties:
65% - Dean's Office Functions: Manages the Dean's calendar, scheduling of meetings for the Dean, manages travel plans/schedules/bookings/accommodations for the Dean, providing correspondence (internal and external) for the Dean, and gathers and organizes data, creates reports and presentations as directed by the Dean. Works closely with and serves as special and confidential administrative assistant to the Dean. Manages office operation and provides daily support to the Dean, two Dean Emeriti, and two Associate Deans by managing calendars; monitoring email and maintaining Google contacts and email distribution lists for the Dean; and drafting correspondence, presentations, and reports. Serves as back-up approver for time and leave for Dean, department chairs, directors, administrative specialists, and office administrators. Interprets applicable UWF and COB policies and procedures. Assists in the operation of the College, working closely with the business manager serving as backup, when appropriate, in her absence. Monitors Florida state rules and regulations that might impact the College of Business Bylaws and informs appropriate individuals. Serves as first point of contact for student complaints and gathers appropriate review information for the Dean. Trains office staff, as necessary. Acts as backup supervisor for Dean's Office GAs in the Administrative Specialist's absence. Serves as a backup to monitor COB Dean's Foundation Contribution reports monthly and prepares and sends thank-you letters to donors in a timely manner, as required. Works with Institutional Communications and the COB Marketing and Communications Coordinator on special projects such as digital headers, special announcements, etc. Schedules and attends regular College of Business Dean/Chair meetings; records, prepares, and distributes minutes. Facilitates the hew-hire process for student employees. Completes appropriate documentation for visiting foreign faculty and arranges office space, Argonet accounts, Nautilus cards, and library privileges. Serves as backup to place job advertisements for faculty searches. Coordinates with Administrative Specialists to ensure the Dean and/or the Associate Deans are available for presentations, interviews, and dinners with applicants; works with Administrative Specialists to schedule interview meetings, dinner meetings, interviewee travel plans and accommodations, and assists with set up of computer presentation equipment for applicant presentations as needed. Composes or reviews and sends announcements to students, faculty, or staff, on behalf of COB administration using Message Composer. Occasional night and weekend hours may be required. - (Essential)12% - Accreditation: As directed by the Dean, provides administrative support to the Dean and to the Associate Dean for UWF and AACSB accreditation maintenance. As directed by the Dean, responds to accreditation-related information requests from the Provost's Office. Inputs data and generates reports as necessary. As directed by the Dean, prepares other materials for accreditation documentation as needed. Coordinates and attends meetings of the College Management Team tasked with oversight and planning of re-accreditation efforts. Serves as recording secretary for the Management Team. As directed by the Dean, coordinates the processing of Journal Petition Requests through Sedona and DocuSign as needed. - (Essential)20% - Represents the COB on the Academic Affairs Staff Development Council (AASDC) and as a core member of the AASDC Hub Council to develop procedures and processes for implementing strategies for quality workflow processes and activities for the AASDC and the Division of Academic Affairs. Graduate Assistantships: Works with the MBA Program office to prepare and distribute GA contract letters, new-hire forms, and action sheets for new and returning COB GAs. Enters waiver information into the Graduate Assistantship App in MyUWF. Monitors waiver allocations to ensure the COB does not exceed its allocation or to determine whether additional waivers can be applied. Provides analysis to Dean if increase in waivers is feasible. Maintains GA files and spreadsheets. Business Advisory Council: Works with the College's Assistant Director on events, meetings, and other functions in support of the Council. Prepares and distributes all announcements and meeting materials; tracks membership; and attends meetings; records and distributes minutes. The Advisory Council is composed of local community leaders, industry managers and public officials, CEOs and vice presidents of large corporations, both national and international, bank presidents, attorneys, and distinguished alumni. Appropriate interaction with these individuals is essential to the continued development of the College. Business Ethics Awards: Works closely with the COB Dean Emeritus and Combined Rotary of Pensacola (CROP) to coordinate arrangements for the annual Ethics in Business Awards co-sponsored by the COB and the CROP. Responsibilities include creating and printing programs, ensuring publicity, uploading nomination packets, and ordering of recipient awards. Academic Review & Standards Committee (ARSC): Serves as ex-officio member. Previews letters and oversees their distribution, notifying students of suspension decisions. Annual Evaluations and Sustained Performance Evaluations of Faculty: Communicates timeline for completion of evaluations to department chairs and monitors progress to ensure deadlines are met. Summarizes Chairs' annual evaluations and drafts memos for review by Dean, maintaining a high level of confidentiality. Promotion/Tenure: Coordinates and monitors the process for the College Personnel Committee and Dean to ensure that deadlines are met. Maintains high degree of confidentiality in this process. College of Business Council: attends meetings; records, prepares, and distributes minutes. College Elections: Coordinates annual elections for faculty membership on University and College committees and maintains the college faculty service list. Beta Gamma Sigma honor society, UWF chapter: Maintains and reconciles BGS checking account. Serves as backup for running reports that determine the students qualified for induction. - (Essential)3% - Building Management: Emergency Building Coordinator and primary contact for building 76A and surrounding premises; maintains a set of master keys to all COB buildings and offices; dismantles, stores, and reassembles courtyard umbrellas; communicates service interruptions and maintenance issues to faculty/staff; reports maintenance issues related to building 76A; oversees COB classroom schedules and use by other University offices and/or outside agencies and ensures users receive required training from COB IT staff; oversees classroom calendars, directory boards, and information on 76A kiosks. Oversees routine COB golf cart maintenance. Assists users with A/V set up in the Dean's and the Business Administration Conference Rooms. Communicates with Facilities on behalf of COB as needed. - (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: Externally imposed deadlines set or revised on short notice. Frequent shifts in priority. Numerous interruptions requiring immediate attention. Unusual pressure on a daily basis due to accountability for success of major projects.Standing: DailyWalking: DailySitting: DailyReaching with hands and arms: DailyClimbing or balancing: OccasionallyStooping: OccasionallyUse of hands to handle objects: DailyLifting up to 10lbs: FrequentlyLifting up to 25lbs: OccasionallyLifting over 25lbs: OccasionallyTalking as express or exchange of ideas verbally: DailyHearing as perceive sound by ear: DailyVision 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 8:00am-5:00pm, occasional evening and weekend hours may be required
FTE 1.0
Salary Range $48,000 - $51,000
Pay Basis Annually
Closing Date: 11/8/2024
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 a 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.
Advertised:
October 24, 2024Applications close:
November 08, 2024
Job no:
495748Work type:
Staff Full-timeLocation:
Pensacola - Main CampusCategories:
Staff, College of Business
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: 109090
Position Title (Classification Title): Sr. Administrative Specialist 109090
Working Title: Senior Administrative Specialist
Job Summary: This employee reports directly to the Dean of the College of Business and provides support to the Dean in managing the operations, communications, processes, and other critical components of the COB Dean's office. Manages the Dean's calendar, scheduling of meetings for the Dean, providing correspondence (internal and external) for the Dean, and gathers and organizes data to create reports, and presentations as directed by the Dean. Works closely with and serves as special and confidential administrative assistant to the Dean. As directed by the Dean, assists Associate Deans, Business Manager, and two Dean Emeriti of the College of Business in carrying out their responsibilities. As directed by the Dean, serves as the point of contact and liaison with internal and external constituents, COB and UWF departments, COB centers, students, and faculty. This employee trains office staff, as necessary. Maintains smooth operation of the office in the absence of the Dean and Associate Deans. As directed by the Dean, works in collaboration with other UWF employees and in teams to plan, organize, manage, and execute programs and events. Works closely on behalf of the Dean and Dean's Office with the College Personnel Committee, College Council, and other COB committees. Works closely with the COB Business Manager as directed by the Dean. Regularly accompanies the Dean to assist as needed with meetings, events, and other interactions with the UWF community and public. Serves as a core member of the AASDC Hub Council and the COB's representative on the Academic Affairs Staff Development Council.
Department Business Deans Office
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: 1. Higher Education institution experience in understanding and adhering to College and University policies and procedures. 2. Experience in managing multiple organizational schedules that may have frequent changes and invitees for meetings. 3. Excellent skills in utilizing computer software including Microsoft Word, Excel, PowerPoint, and Dropbox. 4. Experience utilizing and managing Gmail, Google Calendaring, and managing shared folders and files utilizing Google Drive. 5. Knowledge of scheduling and managing online virtual meetings via Zoom, Google Meets, and other applications. 6. Exceptional communication skills (verbal and written), ability to communicate and collaborate with internal and external constituents (i.e., students, faculty, staff, administration (including executive), industrial and civic leaders, and the public. 7. Ability to exercise a high level of professionalism and confidentiality when faced with various sensitive workplace situations. 8. Experience in collecting organizational data from various sources, organizing data, and creating reports, charts, etc., and presentation creation utilizing PowerPoint. 9. Experience working collaboratively in teams or working individually. Exceptional skills in time management, self-starting assignments, working with limited supervision oversight, process management, and meeting deadlines.
Preferred Qualifications Some College. Excellent communication skills, both written and verbal. Exceptional organizational and time management skills. Knowledge of College and University procedures. Ability to type 55 CWPM and compose minutes. Ability to multi-task. Working knowledge of Microsoft Word, PowerPoint, Excel; Google Calendar and e-mail systems; Internet Explorer; Adobe Acrobat; UWF Banner System, and Tableau; Xitrax; DocuSign; and Zoom.
Essential Functions / Job Duties:
65% - Dean's Office Functions: Manages the Dean's calendar, scheduling of meetings for the Dean, manages travel plans/schedules/bookings/accommodations for the Dean, providing correspondence (internal and external) for the Dean, and gathers and organizes data, creates reports and presentations as directed by the Dean. Works closely with and serves as special and confidential administrative assistant to the Dean. Manages office operation and provides daily support to the Dean, two Dean Emeriti, and two Associate Deans by managing calendars; monitoring email and maintaining Google contacts and email distribution lists for the Dean; and drafting correspondence, presentations, and reports. Serves as back-up approver for time and leave for Dean, department chairs, directors, administrative specialists, and office administrators. Interprets applicable UWF and COB policies and procedures. Assists in the operation of the College, working closely with the business manager serving as backup, when appropriate, in her absence. Monitors Florida state rules and regulations that might impact the College of Business Bylaws and informs appropriate individuals. Serves as first point of contact for student complaints and gathers appropriate review information for the Dean. Trains office staff, as necessary. Acts as backup supervisor for Dean's Office GAs in the Administrative Specialist's absence. Serves as a backup to monitor COB Dean's Foundation Contribution reports monthly and prepares and sends thank-you letters to donors in a timely manner, as required. Works with Institutional Communications and the COB Marketing and Communications Coordinator on special projects such as digital headers, special announcements, etc. Schedules and attends regular College of Business Dean/Chair meetings; records, prepares, and distributes minutes. Facilitates the hew-hire process for student employees. Completes appropriate documentation for visiting foreign faculty and arranges office space, Argonet accounts, Nautilus cards, and library privileges. Serves as backup to place job advertisements for faculty searches. Coordinates with Administrative Specialists to ensure the Dean and/or the Associate Deans are available for presentations, interviews, and dinners with applicants; works with Administrative Specialists to schedule interview meetings, dinner meetings, interviewee travel plans and accommodations, and assists with set up of computer presentation equipment for applicant presentations as needed. Composes or reviews and sends announcements to students, faculty, or staff, on behalf of COB administration using Message Composer. Occasional night and weekend hours may be required. - (Essential)12% - Accreditation: As directed by the Dean, provides administrative support to the Dean and to the Associate Dean for UWF and AACSB accreditation maintenance. As directed by the Dean, responds to accreditation-related information requests from the Provost's Office. Inputs data and generates reports as necessary. As directed by the Dean, prepares other materials for accreditation documentation as needed. Coordinates and attends meetings of the College Management Team tasked with oversight and planning of re-accreditation efforts. Serves as recording secretary for the Management Team. As directed by the Dean, coordinates the processing of Journal Petition Requests through Sedona and DocuSign as needed. - (Essential)20% - Represents the COB on the Academic Affairs Staff Development Council (AASDC) and as a core member of the AASDC Hub Council to develop procedures and processes for implementing strategies for quality workflow processes and activities for the AASDC and the Division of Academic Affairs. Graduate Assistantships: Works with the MBA Program office to prepare and distribute GA contract letters, new-hire forms, and action sheets for new and returning COB GAs. Enters waiver information into the Graduate Assistantship App in MyUWF. Monitors waiver allocations to ensure the COB does not exceed its allocation or to determine whether additional waivers can be applied. Provides analysis to Dean if increase in waivers is feasible. Maintains GA files and spreadsheets. Business Advisory Council: Works with the College's Assistant Director on events, meetings, and other functions in support of the Council. Prepares and distributes all announcements and meeting materials; tracks membership; and attends meetings; records and distributes minutes. The Advisory Council is composed of local community leaders, industry managers and public officials, CEOs and vice presidents of large corporations, both national and international, bank presidents, attorneys, and distinguished alumni. Appropriate interaction with these individuals is essential to the continued development of the College. Business Ethics Awards: Works closely with the COB Dean Emeritus and Combined Rotary of Pensacola (CROP) to coordinate arrangements for the annual Ethics in Business Awards co-sponsored by the COB and the CROP. Responsibilities include creating and printing programs, ensuring publicity, uploading nomination packets, and ordering of recipient awards. Academic Review & Standards Committee (ARSC): Serves as ex-officio member. Previews letters and oversees their distribution, notifying students of suspension decisions. Annual Evaluations and Sustained Performance Evaluations of Faculty: Communicates timeline for completion of evaluations to department chairs and monitors progress to ensure deadlines are met. Summarizes Chairs' annual evaluations and drafts memos for review by Dean, maintaining a high level of confidentiality. Promotion/Tenure: Coordinates and monitors the process for the College Personnel Committee and Dean to ensure that deadlines are met. Maintains high degree of confidentiality in this process. College of Business Council: attends meetings; records, prepares, and distributes minutes. College Elections: Coordinates annual elections for faculty membership on University and College committees and maintains the college faculty service list. Beta Gamma Sigma honor society, UWF chapter: Maintains and reconciles BGS checking account. Serves as backup for running reports that determine the students qualified for induction. - (Essential)3% - Building Management: Emergency Building Coordinator and primary contact for building 76A and surrounding premises; maintains a set of master keys to all COB buildings and offices; dismantles, stores, and reassembles courtyard umbrellas; communicates service interruptions and maintenance issues to faculty/staff; reports maintenance issues related to building 76A; oversees COB classroom schedules and use by other University offices and/or outside agencies and ensures users receive required training from COB IT staff; oversees classroom calendars, directory boards, and information on 76A kiosks. Oversees routine COB golf cart maintenance. Assists users with A/V set up in the Dean's and the Business Administration Conference Rooms. Communicates with Facilities on behalf of COB as needed. - (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: Externally imposed deadlines set or revised on short notice. Frequent shifts in priority. Numerous interruptions requiring immediate attention. Unusual pressure on a daily basis due to accountability for success of major projects.Standing: DailyWalking: DailySitting: DailyReaching with hands and arms: DailyClimbing or balancing: OccasionallyStooping: OccasionallyUse of hands to handle objects: DailyLifting up to 10lbs: FrequentlyLifting up to 25lbs: OccasionallyLifting over 25lbs: OccasionallyTalking as express or exchange of ideas verbally: DailyHearing as perceive sound by ear: DailyVision 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 8:00am-5:00pm, occasional evening and weekend hours may be required
FTE 1.0
Salary Range $48,000 - $51,000
Pay Basis Annually
Closing Date: 11/8/2024
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 a 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.
Advertised:
October 24, 2024Applications close:
November 08, 2024