The Department of Gradate Studies is pleased to announce the acceptance of qualified applications for the Sr. Administrative Specialist vacancy.
Responsibilities
Manages the day to day business operations of the Office of Associate Dean for Research and Graduate (ADRGS) Studies department. Serves as executive assistant to the Associate Dean by managing all day-to-day aspects of activities, including communication, correspondence, calendar, and outreach coordination.
Coordinates human resources and administrative functions for ADRGS, including scheduling hiring interviews, working with HR to post jobs, and ensuring annual evaluations are done by deadline.
Ensures compliance with applicable University policies and procedures.
Oversees the College of Engineering Graduate Student office space including requests, access/Key permissions, allocation and ensuring that the COE Graduate Student Offices remain in good working order.
Supervises the Federal Work Study employee(s). Is responsible for the interview/hiring process, communication with HR and Financial Aid regarding the FWS employee(s), daily oversight, training, and timesheet approval.
Events: will coordinate ADGRS meetings (lunches/dinners) and is expected to help the College Events Team with large ADGRS events if needed.
Submit graduate waivers at FAMU for tuition on C&G and allocation: coordinate with graduate departments and HR to collect funded student information, determine eligibility, calculate amount owed per student, determine funding source, submit award notification forms, and follow up to ensure award posts. Audits tuition payments to make sure tuition was charged correctly to either allocation or grants and that students meet eligibility requirements for GA awards at both FAMU and FSU.
Liaison to FAMU Graduate School, FAMU Sponsored Programs, FAMU Financial Aid, FAMU Controller’s Office, and FSU Student Business Services to ensure tuition waivers post correctly/in a timely fashion and, in conjunction with departmental staff, to troubleshoot any payment issues.
Advises faculty, staff and students on tuition waiver and graduate assistantship eligibility and policy.
Processes payments for the graduate student Fellowships Program.
Processes and assists Director of Graduate Studies on advising ADRGS student scholarships such as GEM, summer bridge fellowship, and Dean’s Fellowship.
Graduate offer letters and Facts Sheets – creates offer letter templates for the college that are in compliance with CBA rules and update as need to keep consistent with new rules; reviews and assists with appointment letters created by dept reps, as needed. Works with department grad coordinators when the templates can’t be used because an exception offer letter is needed (ie. GEM Fellows, Title III etc.). Updates Facts Sheets yearly.
Qualifications
Bachelor’s degree and four years’ experience or a high school diploma or equivalent and eight years of experience. (Note: or a combination of post high school education and experience equal to eight years.)
Contact Info
Any questions about the position should be directed to Kari Evans at [email protected]
University Information
One of the nation’s elite research universities, Florida State University preserves, expands, and disseminates knowledge in the sciences, technology, arts, humanities, and professions, while embracing a philosophy of learning strongly rooted in the traditions of the liberal arts and critical thinking. Founded in 1851, Florida State University is the oldest continuous site of higher education in Florida. FSU is a community steeped in tradition that fosters research, encourages creativity, and embraces diversity. At FSU, there’s the excitement of being part of a vibrant academic and professional community, surrounded by people whose ideas are shaping tomorrow’s news!
Learn more about our university and campuses.
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How To Apply
If qualified and interested in a specific job opening as advertised, apply to Florida State University at https://jobs.fsu.edu. If you are a current FSU employee, apply via myFSU > Self Service.
Applicants are required to complete the online application with all applicable information. Applications must include all work history up to ten years, and education details even if attaching a resume.
Considerations
This is an A&P position.
This position requires successful completion of a criminal history background check.
Equal Employment Opportunity
An Equal Opportunity/Access/Affirmative Action/Pro Disabled & Veteran Employer.
FSU’s Equal Opportunity Statement can be accessed at: https://hr.fsu.edu/sites/g/files/upcbnu2186/files/PDF/Publications/diversity/EEO_Statement.pdf.
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