Administrative Specialist - UBA/College of Communication & Information
Florida State University

Job Title: Administrative Specialist - UBA/College of Communication & Information
Location: Tallahassee, FL
Regular/Temporary: Regular
Full/Part Time: Full-Time
Job ID: 57383
Department

University Business Administrators College of Communication & Information

Responsibilities

This position supports the Dean's office with essential administrative support and guidance to faculty, staff, and students. This position is a forward-facing team member of the College of Communication & Information, Dean's Office within the University Business Administrators (UBA) Program. This position serves the department with Human Resources related functions and serves as the primary P-card Proxy for the College.

• Responsible for the College's employees personnel actions including reappointing, position description changes/updates, terminations, recruiting, hiring, new employee paperwork, I-9 submissions, job opening packets, performance evaluations, and family medical leave. Assists with preparation of classification/compensation requests, faculty and staff contracts, courtesy appointments, and citizenship processing. Also serves on hiring committees.
• Maintains an open line of communication between departments to help facilitate appointment processes. Interprets University policies and provides recommendations based on knowledge of the organization's business administrative objectives and activities. Advises and trains designated department employees in each school on appointment/hiring information and P-card processes. Facilitates process and departmental communication improvements. Provides Human Resource and Pcard queries and reports as requested by administration. Maintains departmental personnel files in compliance with Federal, State, and University laws, policies, and procedures. Researches and implements ways to improve HR and Department workflow. Contributes to the development and implementation of goals, objectives, policies, procedures, and staffing. Assists in planning and coordinating trainings, meetings, events, and projects within CCI and UBA team members.
• Serves as a resource person and quality control checkpoint for human resources actions initiated by College and Schools supervisors. Ensures a sound environment of internal controls and compliance by initiating, monitoring, and reviewing HR transactions to completion and resolves outstanding items. Provides regular workflow status updates and advises staff and supervisors regarding the status of human resources transactions. Confers with FSU Human Resources as needed. Monitors and notifies departments of new faculty to be entered into the ICS system. Participates in related projects as assigned.
• Serves as the Proxy for CCI Procurement Cardholders. Responsible for coding charge information of cardholders to appropriate accounts. Provides accurate descriptions of goods purchased and verifies the budget and chartfield information for the Pcard charges. Confirms that all transactions are appropriate and follow University-related guidelines. Reviews each monthly P-Card Statement Reconciliation Worksheet to ensure that adequate supporting documentation is attached for each purchase. Maintains monthly reconciliation forms in OMNI signed by the Pcardholder/Supervisor/and Proxy.
• Monitors weekly time entry status for accuracy and facilitates corresponding employee-supervisor time entry review and approval processes to ensure compliance with University standards. Uses My FSU Business Intelligence (BI) to cyclically generate cost center reports to reconcile appointments and compensation levels. Troubleshoots any errors and determines corrections needed. Prepares, gathers signatures, and maintains payroll certification approval documentation.

Qualifications

Bachelor's degree and two years of experience; or a high school diploma/equivalent and six years of experience.
(Note: or a combination of post high school education and experience equal to six years.)

Preferred Qualifications

• Candidate must possess organizational skills to complete assigned projects or tasks.
• Ability to communicate effectively with different groups and/or individuals verbally or in writing.
• Experience using Microsoft Office Suite and proficient in Excel.

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.

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.

This job has expired.