Administrative Specialist 126360

Job no: 496070
Position type: Staff Full-time
Location: Pensacola - Main Campus
Division/Equivalent: Academic Affairs Division
School/Unit: Conferences & Continuing Educ
Categories: Clerical/Office Support

Apply now

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: 126360
Position Title (Classification Title):  Administrative Specialist 126360
Working Title:  Administrative Specialist
Job Summary: The Administrative Specialist will provide a wide array of administrative functions requiring a high level of discretion and professionalism, effective organizational and communication skills, and the ability to adapt to rapidly-changing and sometimes competing priorities. It is the primary responsibility of the Administrative Specialist to arrange travel, purchasing and managing expense and travel reports, and contract and program invoicing. Additional duties include managing various departmental calendars, answering phones, maintaining stock of office supplies, ensuring proper records retention, plus other administrative duties as they arise.
Department Conferences & Continuing Education
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: Knowledge of departmental or office level administrative functions, purchasing and processing financial transactions, travel coordination, and expense management. Excellent time management and customer service skills. Excellent written, verbal and interpersonal communication skills.
Preferred Qualifications Some college plus 5 years experience. One year experience in a University office setting. Precise attention to detail and strong organizational skills. Excellent computer skills with Banner experience. A working knowledge of university policies and procedures.
Essential Functions / Job Duties:
  • 35% - Financial: Pcard user for the ordering of office supplies, computers, equipment, and other items as needed. Handles purchase requisitions. Processes payments via PO and direct pay requests. Maintains and tracks expenditures in alignment with established budgets. Manages the acquisition, distribution and inventory of resources, and provides updated expense and travel reports to leadership. Manages invoicing for credit and non-credit programs and works with the business manager and accountant for tracking invoice revenue. Assists with tracking contracts and submitting contracts for review as needed. - (Essential)
  • 30% - Travel: Handles travel arrangements and reservations for CE staff and partnership credit and non-credit programs. Researches travel options, secures travel reservations and arranges flights, conference registrations, rental car and transportation. Prepares, submits and tracks all Travel Authorization Reports (TARs) and Travel Expense Reports (TERs) and is responsible for management of travel documentation. - (Essential)
  • 20% - Clerical: Responds to UWF and non-UWF parties, faculty, staff, and vendors related to office support duties. Maintains and orders office supplies. Initiates and manages facility and maintenance work orders for numerous activities. Maintains appearance of lobby area and provides coverage for the office during normal working hours. Opens, sorts, and distributes incoming correspondence. Responsible for Confluence policy and process updates as they relate to the administrative specialist position. - (Essential)
  • 15% - Support: Assists with tracking and submitting program contracts for review as needed. Assists leadership with managing various departmental calendars, scheduling periodic and recurring meetings, preparing meeting agendas, and assists with Division staff events. Serves as back up to processes employee key requests, name tags, and materials. Serves as the back up DISRep for the Division of Continuing Education, and provides support and back up for hiring 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: 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: Daily
  • 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 a criminal background screen.

  • This position requires fingerprinting.

  • This position is eligible for veteran's preference.
Number of Vacancies 1
Work Hours 8:00-5:00pm
FTE 1.0
Salary Range $46,000 - $48,000
Pay Basis Annually
Closing Date: 07/29/2025
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: Central Daylight Time
Application close: Central Daylight Time

Apply now

Back to list Refer a friend