Administrative Specialist 124490

POSITION DETAILS

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

Position Number:


124490

Classification Title:


Administrative Specialist

Working Title:


Administrative Specialist

Department:


University President

FLSA Status:


Non-Exempt

Salary Range:


$46,000 - $48,000

Pay Basis:


Annually

POSITION OVERVIEW

JOB SUMMARY:

This position provides administrative support for the Office of the President, External Affairs and Government Relations, and Board of Trustees. Serves as front desk receptionist for the Office of the President.

MINIMUM QUALIFICATIONS:

A high school diploma and two 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 standard business practices and procedures, research skills.

Excellent writing and communication skills.

Exhibits a high level of attention to detail.

Proficient knowledge of current office computer and software programs, Google Suite, Microsoft Office Suite, Event Management System and Campus Groups and Terminal 4, Concur and Video Conferencing Software (Zoom, Google Meet, etc.).

Ability to multitask and exceptional customer skills.

PREFERRED QUALIFICATIONS:

A high school diploma and two years of appropriate experience. Appropriate college coursework or vocational/technical training may substitute at an equivalent rate for the required experience.

Four to six years working in C-Suite Office.

Exhibits a high level of attention to detail.

Knowledgeable of standard business practices and procedures.

Excellent writing and communication skills

Experience in event planning, coordination, and execution.

Experience working with a variety of vendors, team members, and executive service staff.

Ability to maintain confidentiality and exhibit good judgment in making decisions concurrent with university policy.

ESSENTIAL FUNCTIONS/JOB DUTIES:

• 
  20% - Acts as the front desk receptionist, greeting and assisting visitors, answering and routing incoming calls, taking messages, and responding to general inquiries. Manages daily front desk operations, including scheduling lunch and backup coverage. Receives, logs, scans, tracks, and distributes all incoming mail and packages. Approves conference room reservations and ensures the lobby area, conference rooms, and kitchen are adequately stocked, welcoming and well-maintained. - (Essential)
  
  



• 
  40% - Provides administrative support to the Office of the President, External Affairs and Government Relations, and the Board of Trustees. Reviews, labels, and forwards daily emails; scans and logs outbound documents; and disseminates official correspondence on behalf of the offices. Assists with document preparation, file organization, agenda creation, Zoom support, calendaring, meeting confirmations, and the distribution of special correspondence (inaugurations, well-wishes, and event-related materials). Creates minutes and notes from templates, updates Board of Trustees documents, prints speaker request forms, and prepares meeting folders. Serves as backup to the Executive Assistant and performs additional administrative tasks as assigned. - (Essential)
  
  



• 
  25% - Supports the planning and execution of meetings and events for the President, staff, and Trustees. Assists with event logistics, including announcements, calendar submissions, supply procurement, reservations, and correspondence. Coordinates catering orders and ensures meeting rooms are properly set up. Provides meeting support by taking and distributing minutes. Serves as backup for scheduling and rescheduling meetings, booking travel arrangements, and preparing materials for the President, staff, and Board of Trustees. Monitors and maintains office calendars and supports related administrative needs. - (Essential)
  
  



• 
  15% - Maintains accurate inventory and property management records for office supplies and assets belonging to the Presidents Office, External Affairs, and Board of Trustees. Monitors and replenishes paper supplies, stationary, and general office inventory; initiates Direct Pay requests, purchase requisitions, and concessions as needed. Oversees plant maintenance, golf cart management, and submits work orders and surplus tickets. Prepares records retention and disposition forms, maintains phone lists, and supports general office upkeep and organization. - (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:
  
  
  Frequently
  
  



• 
  
  
  Walking:
  
  
  Frequently
  
  



• 
  
  
  Sitting:
  
  
  Daily
  
  



• 
  
  
  Reaching with hands and arms:
  
  
  Daily
  
  



• 
  
  
  Climbing or balancing:
  
  
  Occasionally
  
  



• 
  
  
  Stooping:
  
  
  Occasionally
  
  



• 
  
  
  Use of hands to handle objects:
  
  
  Frequently
  
  



• 
  
  
  Lifting up to 10lbs:
  
  
  Frequently
  
  



• 
  
  
  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 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:


8am - 5pm

FTE:


1.0

Closing Date:


9/7/2026

University of West Florida