Sr. Administrative Specialist - 109090
The University of West Florida
Lewis Bear Jr. College of Business, Dean’s Office
The Lewis Bear Jr. College of Business (LBJCOB) Dean’s Office located in Pensacola Florida, is seeking candidates for the full-time position of Sr. Administrative Specialist, position #109090. 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 LBJCOB's representative on the Academic Affairs Staff Development Council.
The minimum requirements are a high school diploma and six years of appropriate experience. Appropriate college course work or vocational/technical training may substitute at an equivalent rate for the required experience.
Additional position qualifications include: 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 requirements include 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.
The annual salary is $48,000 - $51,000.
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.
To receive full consideration, applicants should submit application materials no later than November 8, 2024.
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). A criminal background check is required for successful candidates. E-Verify is required for employment. All applications for employment at the University are subject to Florida public records law.