Florida State University Hiring for Administrative Specialist- UBA/College of Social Sciences and Public Policy at Tallahassee, FL Full Time

Job Title: Administrative Specialist- UBA/College of Social Sciences and Public Policy
Location: Tallahassee, FL
Regular/Temporary: Regular
Full/Part Time: Full-Time
Job ID: 56828
Department

University Business Administrators – College of Social Sciences and Public Policy

Responsibilities

Responsible for administrative, fiscal, contracts, grants, support staff, and supporting the department chair.

Responsible for administrative, financial, programmatic, and staffing activities for the Department to include long-range planning and problem-solving. Review department activities and implement changes to promote effective and efficient operations. Leads and oversees the coordination of on and off-campus activities, events, and staff in support of program initiatives and strategic initiatives. Monitors adherence to established administrative and financial policies and procedures. Aides in the development and implementation of department policies and procedures and stays apprised of changes in University policies. Administratively represents the department with the units internal and external to Geography and FSU. Serves as the department representative for financial and administrative activities, acting as the first point of contact for transactional accounting and human resources needs as well as the liaison for the FSU Foundation. Processes all paperwork for all appointments through OMNI for Faculty, Graduate students, Staff, and OPS. Works collaboratively with the Geography graduate director to collect data necessary for graduate student appointments.

Collaborates with the department chair regarding the budgeting process and participates in strategic planning. Tracks all departmental account balances and monitors impacts of planned expenses, including faculty startup allocations, as well as funds due to the department. Responsible for oversight of departmental purchases, requisitions, travel requests and reimbursements, etc., and assures accuracy of purchasing and travel documentation prior to final approval. Manages the department travel budget. Coordinates processing and payments of expense reports. Serves as Department P-Card holder and T-Card holder. Responsible for procurement of office supplies, preparation of requisitions in OMNI and tracking the delivery of items. Monitors invoices requiring payment. Communicates directly with vendors and sales representatives during the procurement process. Certifies payroll for the department to ensure employees are paid appropriately. Approves time in OMNI for employees. Maintains an internal calendar tracking staff vacation days, planned leave days, and other changes to the business schedule.

Supports the department chair with administrative processes to include the gathering of data for annual evaluations, promotion, and tenure, completion of FACET reporting, faculty development records, annual reports, grant reporting, and AOR.
Serves as immediate supervisor for OPS positions. Manages recruitment efforts from advertisement to job offer and facilitates Smart Onboarding of OPS, Staff and Faculty appointments. Promotes an atmosphere of teamwork in accomplishing the strategic initiatives for the department including delivery of administrative and academic services for special projects or in meeting key departmental deadlines.
Provides direct assistance to the chair for the compilation and preparation of materials for meetings, compiles data, and reports, and provides information needed for management decisions. Draft responses by the department chair where appropriate. Responsible for attending Personnel and other University meetings on campus that pertain to our department. Responsible for attending all regular

Qualifications

Bachelor’s degree and two years of experience; or a high school diploma/equivalency and six years of experience. (Note: or a combination of post high school diploma and six years of experience.)

Preferred Qualifications

• Experience using Generally Accepted Accounting Principles (GAAP).
• Proficient in Microsoft Office programs (Word, Excel, and Outlook).
• Leadership and supervisory skills.
• Knowledge of general business office practices, procedures, and etiquette.
• Ability to work independently and perform accurately in a detail-oriented environment.
• Ability to communicate verbally and in writing.

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.

Anticipated Salary Range

The anticipated salary for this position is in the mid $40,000s annually, commensurate with education and experience.

FSU Total Rewards

FSU offers a robust Total Rewards package. Visit our website to learn more about our Compensation, Benefits, Wellness, Recognition, and Employee Development programs.

Use our interactive tool to calculate Total Compensation options based on potential salary, benefits and retirement contributions, earned leave, and other employment-related perks.

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.