Office Administrator

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

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.

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.

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.

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

• 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 Page Up 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 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: (Use the "Apply for this Job" box below)..

Applicants are required to attach a resume, cover letter and contact information for three references.

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