Administrative Specialist

Department
Academic & Student Affairs, Budgets & Operations

Compensation
$16.77 to Negotiable Hourly

General Description / Primary Purpose:

This is work performing administrative duties.

Job Function:

• Provides direct support for the Associate VP of Academic and Student Affairs Budget and Operations as well as the Associate VP for Student Engagement and International Affairs.
• Responsible for the intake of personnel actions (track to ensure correct routing and monitor to make sure all signatures are secured).
• Serve as a delegate for the Associate VP of Budget and Operations as well as Associate VP of Student Engagement and International Affairs in Workday.
• Responsible for ordering Technology Equipment for Department.
• Completes journal transfers as needed.
• Prepare and manage Human Resources processes in Workday for department and provide support for the division as needed.
• Serve as a backup for office management financial functions for all departments within Student Affairs.
• Provides guidance and oversight to the Program Assistant and Specialist for financial and departmental procedures and processes.
• Delegate for budgets, travel and expense reporting in Workday.
• Responsible for the arrangements and the logistics of team-wide workshops, events, and seminars. Sends out announcements, as requested by the Associate VP.
• Responsible for management and awards of the Emergency Fund Scholarships and Student Affairs Scholarships. Provides research and support for Conduct Appeals. Tracks appeals and updates Associate VP.
• Responsible for the coordination of A&P evaluations and personnel files.
• Responsible for overall office coverage and operations.
• Manages reservations for the Conference Room and Boardroom.
• Serves as search committee and student success administrative liaison as needed.
• Facilitates work orders.
• Responsible for collecting and analyzing data in response to requests by the Board of Governors office for Student Affairs matters.
• Submits IT help requests.
• Supports the Budget Coordinator by preparing personnel and finance requests as needed.
• Serves as administrative support for the Office of Service Learning and Civic Engagement. Submits job postings of OPS and FWS positions.
• Provide E&G and Foundation budget support for Office of Service Learning and Civic Engagement as needed.
• Assist in familiarizing the staff with regulations; consults General Council and DOS as needed.
• Supervises and provides guidance, training and support for the Student OPS & FWS positions.
• Performs other duties as assigned.

Marginal Functions:

Serves on University-wide committees as designated by the Associate Vice President. Takes minutes at meetings. Purchases office supplies for the SA Office and is responsible for P-card transactions and monthly reporting. Process travel requests for supervisors. Schedules and manages calendars as well as various events/programs as requested by supervisor.

Supervision Exercised:

Position has operational supervisory authority for Student Affairs Office operations including Program Assistant and OPS support staff (as needed).

Supervision Received:

Reports directly to the Associate VP.

Required Qualifications
Bachelor's degree or a high school diploma and 4+ years of relevant experience. Or an equivalent combination of education and experience pursuant to Fla. Stat. 112.219.
Experience working in professional/ administrative environment. Ability to interpret rules and regulations as outlined by the BOT. Ability to work well with the diverse student population. Ability to compile information and data for a variety of reports. Must have a high level of integrity and reliability and must possess conflict resolutions skills to work with parents, students and employees in sensitive and sometimes emotionally difficult situations. Excellent written and verbal communication skills are essential.

Statement(s) of Understanding

This position requires a background check. In conjunction with the University's policy, this position may also require a credit check.

The holder of this position is designated as a "Responsible Employee" pursuant to their role under Title IX. Therefore, the incumbent must promptly report allegations of sexual misconduct, sexual violence, and child sexual abuse by or against any student, employee, contractor, or visitor to the University's Title IX Administrator or any divisional Title IX Coordinator

Equal Opportunity

The University of North Florida (UNF) is committed to providing an inclusive and welcoming environment for all who interact in our community. In building this environment, we strive to attract students, faculty and staff from a variety of cultures, backgrounds and life experiences. The University of North Florida does not commit or permit discrimination or harassment on the basis of genetic information, race, color, religion, age, sex, disability, marital status, national origin, or veteran status in any educational, employment, social, recreational program or activity that it offers. In addition, UNF will not commit or permit retaliation against an individual who reports discrimination or harassment or an individual who cooperates in an investigation of an alleged violation of university regulation.

Carnegie

UNF is a Carnegie Community Engaged Institution. This designation celebrates the University's collaboration with community partners from the local to the global level. It reflects UNF's mission to contribute to the public good and prepare educated, engaged citizens.