Job Description

POSITION DETAILS

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

Position Number: 121370
Classification Title: Executive Specialist
Working Title: Executive Specialist

Department: General Counsel
FLSA Status: Exempt
Salary Range: $55,823 - $61,405
Pay Basis: Annually

Position is primarily responsible for supporting the Office of the General Counsel, including up to 5 full time attorneys and office administration. Opens, sorts, assigns and distributes incoming correspondence, including email. Performs routine office duties such as managing and maintaining legal files, reviewing and preparing material for storage or disposal once a case has closed. Responds to public records requests, subpoenas, FERPA requests and garnishments. Day-to-day tasks include document handling. Schedules meetings and helps the General Counsel coordinate and direct office functions, such as records and budget preparation. Provide high-level administrative support by assisting the General Counsel in all functions of the Office of the General Counsel. Attend meetings with the General Counsel on an as needed basis. Opportunity to work with multi-level University officials.

MINIMUM QUALIFICATIONS:

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

POSITION QUALIFICATIONS:

Advanced computer skills and knowledge of commonly used software, including Microsoft Office Suite (Word, Excel, PowerPoint) and Adobe. Banner, PeopleFirst, Confluence and JIRA knowledge a definite plus. Excellent command of language and writing skills. Extreme organizational skills, patience, and ability to approach problems with equanimity. Paralegal experience a plus but not required.

PREFERRED QUALIFICATIONS:

Current UWF employee, college degree, high school diploma or 5 years equivalent experience working at UWF or in the legal field.

ESSENTIAL FUNCTIONS/JOB DUTIES:

• 50% - Schedules meetings, answers telephones, types correspondence, files documents, makes copies, handles office computer backups and other computer needs, schedules equipment repairs, tracks work production and completion for individual attorneys and office as a whole including master file log, prepares travel paperwork and arranges travel, purchases office supplies, and pays office expenses with P-card. - (Essential)
• 30% - Manages record requests for the office. Involves responding to public record requests, student record requests, employee record requests and subpoenas. Includes creating files, drafting and sending correspondence, drafting cost estimates, gathering documents from relevant departments. - (Essential)
• 20% - Assists attorneys with documenting University compliance efforts with State and federal laws, regulations, and policies. - (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: Frequently
• 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 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: 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 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: 8:00am - 5:00pm
FTE: 1.0
Closing Date: 8/28/2026