Administrative Specialist - UBA / College of Social Sciences and Public Policy (Multiple Vacancies)

Job Title : Administrative Specialist - UBA / College of Social Sciences and Public Policy (Multiple Vacancies)

Location : Tallahassee, FL

Regular / Temporary : Regular

Full / Part Time : Full-Time

Job ID : 61271

Department

University Business Administrators - College of Social Sciences and Public Policy

Responsibilities

This position is responsible for the administrative, operational, and fiscal activities for the Department of Urban and Regional Planning.

• Responsible for processing new hires and rehires through FSU's recruitment, onboarding portals, ePAF and Mass appointment processes. Provides administrative support to the department chair and other committee chairs related to applicant work history, education, training, and job skills. Processes appointments, monitors active employee lists, certifies payroll, and approves time. Manages the department's new employee process, including department orientation and developing training resources and policies. Coordinates with Academic Program Specialist to ensure Graduate Student appointments are entered correctly.
• Responsible for the monthly reconciliation and financial reporting of departmental accounts. Accurately maintains and reconciles departmental and subsidiary ledgers with FSU internal accounting system. Researches problems and discrepancies and brings resolution to the issues. Audits the internal accounting system for accuracy and consistency with FSU systems.
• Interprets University policies and provides recommendations based on knowledge of the department's business administrative objectives and activities. Manages the department SharePoint site for workflow processes. Creates the e-binder for the Promotion and Tenure process for faculty. Inputs the Assignment of Responsibilities (AOR) for faculty each semester. Inputs FACET information for faculty and staff / OPS funded by grants and monitors their completion. Maintains property documentation and tracks inventory. Manages special projects as assigned by the Department Chair and College which may include coordinating events.
• Responsible for the coordination and oversight of departmental functions. Creates and maintains Standard Operating Procedures, processes, workflows, and manuals that improve departmental effectiveness and efficiency. Collaborates with primary purchasing rep to provide information on the necessary purchases and that these purchases meet FSU, Foundation, ODL, and contracts and grants (as applicable) policies and guidelines prior to initiation of the purchasing activity. Holds a P-Card. Serves as a P-Card Proxy for assigned card holders within the College of Social Sciences. Serves as the SpearMart Contract Manager. Provides back-up support for processing purchases, travel requests, and travel reimbursements.

Qualifications

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

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 and encourages creativity. 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.

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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 .

This position is being re-advertised. Previous applicants need not reapply.

Equal Employment Opportunity

FSU is an Equal Employment Opportunity Employer.