Office Administrator 129920

POSITION DETAILS

Employment based visa sponsorship will NOT be considered for this position.

Position Number:


129920

Classification Title:


Office Administrator

Working Title:


Office Administrator

Department:


Physics

FLSA Status:


Non-Exempt

Salary Range:


$21,000

Pay Basis:


Hourly

POSITION OVERVIEW

JOB SUMMARY:

Providing administrative support for faculty, maintaining student and personnel files; preparing academic material for faculty; managing department budgets; preparing payroll paperwork; responsible for preparing and processing student evaluations; responsible for all P-card purchasing; initiating all purchase requisitions; preparing some travel documents; taking minutes for faculty meetings as needed.

MINIMUM QUALIFICATIONS:

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:

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:

Computer Skills. Excellent communication skills, both written and verbal. Organizational and time management skills. Manage budgets. Must have great customer service skills.

ESSENTIAL FUNCTIONS/JOB DUTIES:

• 
  45% - Provide technical and administrative office support to department Chair, faculty, staff and students on a daily basis. Create and maintain department personnel files including adjuncts, and student assistants. Responsible for preparing adjunct appointment forms for the Dean's Office. Acts as office receptionist, oversees the sorting and delivering of mail. Assist with travel arrangements if needed for faculty, students and non employee visitors. Responsible for p-card purchases and reconciliations - (Essential)
  
  



• 
  30% - Responsible for control and flow of paperwork for departmental faculty including correspondence, quizzes, exams, materials for publication, reports and committee work, student evaluations of faculty, classroom materials; maintain security of all exams and confidential information; each semester, gather data for course distribution, prepare all book orders as needed. Assist with department events which includes making room reservations and/or catering order - (Essential)
  
  



• 
  15% - Maintain all departmental budgets, initiate all purchase requisitions and direct pay requests. Initiate and approve requests for office supplies, train any departmental OPS staff, supervise inventory of department equipment and responsible for maintaining security of equipment as appropriate. May need to assist with PageUp and travel documents - (Essential)
  
  



• 
  10% - Responsible for organization of office routine, ensuring coverage for office. Certify payroll for OPS student assistants, tutors and student technical support. - (Essential)
  
  

PHYSICAL DEMANDS:

• 
  
  
  Physical Requirements:
  
  
  No unusual physical requirement. Requires no heavy lifting and nearly all work is performed in a comfortable indoor facility.
  
  



• 
  
  
  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:
  
  
  Never
  
  



• 
  
  
  Stooping:
  
  
  Never
  
  



• 
  
  
  Use of hands to handle objects:
  
  
  Daily
  
  



• 
  
  
  Lifting up to 10lbs:
  
  
  Occasionally
  
  



• 
  
  
  Lifting up to 25lbs:
  
  
  Never
  
  



• 
  
  
  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:
  
  
  Frequently
  
  

Special Requirements or Considerations of the Job:

• 
  This position requires a criminal background screening.
  
  



• 
  This position requires fingerprinting.
  
  



• 
  This position is eligible for veterans preference.
  
  

Special Instructions to Applicants:


Candidates must apply online through the University of West Florida website:

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 View phone number on click.appcast.io or email View email address on click.appcast.io.

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 or call View phone number on click.appcast.io.

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.

ADDITIONAL POSTING DETAILS

Number of Vacancies:


1

Work Hours:


8:00 to 5:00 based on 20 hours per week

FTE:


0.50

Closing Date:


9/14/2026

University of West Florida