Administrative Support Specialist presso University of North Florida

Department

Political Science & Public Administration, Chair

Compensation

$16.41 Hourly

 

General Description / Primary Purpose:

Responsible for the administration of programs in the Department of Political Science and Public Administration by providing guidance and information regarding administrative procedures related to program policies, procedures, and services. This role involves processing and analyzing data relevant to program administration, developing policies and procedures in compliance with federal, state, and local regulations, and managing departmental program budgets. The position also compiles and reconciles fiscal data, monitors program accounts, and produces both routine and highly confidential correspondence or documents.

Public Service Leadership Program (50%)

• Coordinate all aspects of the Public Service Leadership Program (PSLP), a high-profile initiative involving national and international stakeholders.

• Plan and execute complex travel and engagement logistics for student delegations visiting Washington, D.C. each semester, including:

• Securing meetings and tours with federal agencies and dignitaries such as the White House, State Department, CIA, Pentagon, Defense Department, Embassies, and Congressional Offices.

• Coordinating with international non-profits and other high-level organizations.

• Managing group travel authorizations, lodging, and transportation.

• Processing reimbursements and ensuring compliance with university and federal travel policies.

• Handle sensitive personal data (e.g., Social Security numbers) for group security clearances and access to restricted facilities.

• Serve as the primary liaison between the department and external partners, ensuring professional communication and timely follow-up.

• Provide administrative and logistical support to other departmental programs (e.g., MAIA, MPA, Internships) as needed.

• Perform general clerical and operational tasks to support departmental efficiency.

Pre-Law Program (25%)

• Lead the planning and coordination of Pre-Law program activities, including:

• Organizing legal clinics in collaboration with community partners and legal professionals.

• Scheduling and promoting workshops, speaker events, and student engagement sessions.

• Maintain and update the program’s digital presence:

• Oversee website content and design.

• Create promotional materials and graphics for events and outreach.

• Compile, analyze, and report program data for internal use and external compliance reporting.

• Manage marketing and advertising efforts to increase program visibility and student participation.

• Provide general administrative support, including correspondence, scheduling, and recordkeeping.

• Occasionally travel and work outside of standard business hours (5–6 days per year, including weekends) to support events and outreach.

Departmental Support (25%)

• Assist with administrative operations across departmental programs, including:

  • Master of Arts in International Affairs (MAIA)

  • Master of Public Administration (MPA)

  • Internship coordination and student placement

• Support faculty and staff with scheduling, communications, and event planning.

• Maintain organized records and ensure timely submission of reports and documentation.

• Serve as a resource for students, faculty, and external partners seeking information about departmental programs and services.

Marginal Functions

• Maintain confidential records, including:

  • Student enrollment data

  • LSAT scores

• Safeguard other sensitive information necessary for program operations

• During declared campus emergencies, the incumbent may be required to perform specific job-related duties at a designated off-campus location or place of residence.

Supervision Exercised:

Student/OPS/Federal Work Study Assistants

Supervision Received:

Regular supervision from the Public Service Leadership Program Director and Pre-Law Director. The incumbent performs routine assignments independently and only unusual problems which may require exceptions to procedures are referred to the Department Chair.

Level of Public Contact:

Provide one-on-one assistance to the public in person, over the telephone, and through email or other written correspondence. Communicates with both internal and external stakeholders regarding the operation on the various programs within the Department.

Monetary Responsibility:

Develops and maintains departmental program budgets. Compiles and/or coordinates fiscal data as it relates to the programs within the department; reconciles and monitors program accounts. Programs have E&G, Foundation, Auxiliary and Agency accounts that have to be maintained annually.

Policy-making and/or Interpretation:

Processes and analyzes data related to the administration of the program(s). Analyzes programmatic needs and develops policies and procedures in compliance with federal, state and local regulations.

Statement of Responsibility for Confidential Data:

Employee is responsible for handling sensitive personal information including but not limited to social security numbers, federal security clearance information for programmatic trips, student grades and appeal information as well as financial data used to award student scholarships. Disclosure of any of this information would be extremely detrimental to the university and the students affected if disclosure were to happen.

Departmental Requirements:

• Knowledge of or ability to learn SPSS and Excel database management, including adding to an exiting data set, coding new variables, running statistical data inquiries, and producing visual representations of data for reports.

• Maintain and manage confidential FERPA-protected student data and other sensitive, personally identifying information.

• Ability to occasionally work outside of the 8-5 time period for required functions (evenings/weekends).

• Ability to work independently with little supervision.

• Evidence of personal productivity and good problem-solving skills.

• Familiarity with the law school/ graduate school application process.

• Working knowledge of basic graphic design principles and graphic design software such as Canva, Photoshop, Illustrator, or the equivalent.

• Knowledge of Banner and Workday.

• Experience with processing contracts, coordination and communication of program events with external partners, web and graphic design, and marketing.

 

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.

 

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.

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