Position Number:

128110

Position Title (Classification Title):

Office Administrator 128110

Working Title:

Office Administrator

Job Summary:

Manages the administration and daily operations of the activities within the Department of Public Health under the supervision of the Department Chair. Provides high-level administrative support, strong organizational skills, and the ability to complete tasks efficiently and effectively while prioritizing workload assignments, maintaining confidentiality, and responding with superior customer service skills to faculty, visitors, students, and other stakeholders. Works independently and demonstrates sound judgment when making decisions related to the smooth overall function of the department, including supervision of other staff when needed (e.g., federal work-study positions). Individual must have the ability to manage and keep accurate financial records for E&G, expenses, grants, and contracts expenditures. Coordinates and directs office functions, such as records and budget preparation. Handles travel arrangements for the department employees.

Department

Public 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.

Position Qualifications:

The individual must: have strong organizational skills and the ability to multi-task at an efficient and effective level; be able to work independently and demonstrate sound judgment in making decisions related to the overall function of the department; have excellent oral and written communication skills; be knowledgeable of department, college, and university policies and procedures and how to apply them.

Preferred Qualifications

Associate or higher degree and experience working within a university academic office management. Knowledge of UWF operating policies and procedures.

Experience with budget and financial management including basic accounting and bookkeeping practices. Experience processing and planning for faculty travel, purchasing equipment, and maintaining inventory for a complex office

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

Computer skills including knowledge and experience working with a variety of computer applications such as Microsoft Office Applications, spreadsheets, Banner, Concur, and Tableau.

Essential Functions / Job Duties:

• 40% - Administrative Support: Attends faculty meetings and takes minutes, and distributes meeting agendas, meeting notes, routine correspondence. Maintaining records following university, state, and accreditation policies. Schedules advisory committee meetings sends invitations and manage all aspects of meeting needs, such as reserving meeting space, room set-up, and refreshments. Assists the Chair in entering course schedules each semester, proofs schedule submits to the Registrar/CICS and provides corrections and/or updates as requested by the Chair. Provides backup assistance for entering authorization for permission-only classes when requested by the Chair. Maintains the department's attractive asses list and completes a yearly inventory. Serves as POC for all inquiry calls and emails from community partners and program stakeholders. Assists with inquiries concerning Department’s administration when appropriate or when the chair is not available. Opens, reads, routes, and distributes incoming mail and other materials. Prepares answers to routine letters and requests from community partners and program stakeholders. Responsible for opening and closing the Department offices daily. Schedules rooms within and outside the building as requested. Assists with or manages the chair’s and department’s appointment and meetings calendars. Prepares and prints program certificates for students, obtains appropriate signatures, and mails certificates. - (Essential)
• 35% - Budgetary and Purchasing: Assists Chair in managing the adjunct faculty budget, schedules, and workload. Reviews and approved all GA/GRA/GTA/IOR and Federal Work Study student's timesheets for payroll processing. Analyzes and makes recommendations on office operation needs in terms of equipment, workflow, and materials. Procures supplies, equipment, and materials approved by Chair. Processes all travel documentation for the Department. Submits a monthly P-Card expense report, and completes monthly reconciliation of all departmental accounts and indexes. - (Essential)
• 15% - Faculty Support: Assists the Chair and faculty in preparation for on-campus visits from program review teams, accreditation teams, consultants, or others. Arranges conference calls and make supporting arrangements for committees, advisory boards, and other group meetings. Supports and assists faculty with department/university-related activities and meetings. - (Essential)
• 10% - Human Resources: Aids in documenting faculty and staff assignments. Supervises Federal Work Study students. Assists the search process for faculty and staff positions (including compliance with Florida Sunshine Law requirements). Works in conjunction with the dean's office with hiring processes and procedures. Supports the chair and dean's office with the hiring processes each semester for adjunct faculty. Responsible for initiating student hiring processes following human resources policy and procedures. Preparing student action sheets, - (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: Daily
• Lifting up to 25lbs: Occasionally
• Lifting over 25lbs: Occasionally
• 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

Number of Vacancies

1

Work Hours

8am - 5pm

FTE

1.0

Salary Range

32,000 - 35,720

Pay Basis

Annually

Closing Date:

6/6/2023

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.