UBA/EOAS Administrative Associate

Tallahassee, FL
Jun 10, 2017
Institution Type
Four-Year Institution

Job ID: 41803

Full/Part Time: Full-Time

Regular/Temporary: Regular

Apply On Or Before: 06/23/2017


This position is with the University Business Administrators (UBA) Program located at the department of Earth, Ocean, and Atmospheric Science (EOAS).


This position provides administrative support to the EOAS department chair. Provides support in a broad range of areas and serves as a liaison to the faculty as well as to the College of Arts & Sciences, the University, the State and other professional offices.
Account manager for departmental FSU Foundation accounts. Responsible for FSU Foundation ledger reconciliation, processing disbursements, deposits, and generating reports. Purchases goods and services for the EOAS Chair with a P-Card. Serves as the EOAS Chair's Travel Representative making travel arrangements, preparing and entering travel authorizations, cash advances and expense reports, and non-travel reimbursements utilizing a T-Card.
Handles faculty communications. Serves as secretary of EOAS departmental meetings. Distributes minutes and maintains records of all meetings. Responsible for Faculty Assignment of Responsibility (AOR). Assists Chair and Evaluation Committee in faculty evaluation process by organizing evidence of performance reports. Serves as departmental representative for promotion and tenure, advising faculty and Chair of policies and procedures regarding process. Creates and assembles faculty binders used in promotion process. Maintains Faculty Expertise and Advancement System (FEAS) used for promotion and tenure as well as re-accreditation process. Coordinates faculty calendars and meeting rooms.
Provides support for new faculty search committees. Handles travel for faculty recruits. Hosts and coordinates travel and schedules for campus visitors. Serves as the UBA HR Transactional Rep processing all faculty personnel actions including recruiting, hiring, job opening packets, reappointments, terminations, leaves of absence, and sabbaticals. Coordinates new faculty moving contracts. Monitors hiring process to completion. Assists new faculty with paperwork and maintains all faculty files.
Complies and prepares data using complex reports. Collects data for external surveys. Responsible for tracking and maintaining documents for the Chair and Associate Chair.
Assists in planning EOAS events. Handles special projects as assigned by the UBA Assistant Director, UBA Associate Director, EOAS Chair and EOAS Associate Chair.


A high school diploma and three years of experience or a combination of post high school education and experience equal to three years.
Experience demonstrating effective customer service skills.
Ability to perform accurately in a detail oriented environment.
Experience prioritizing, organizing and performing multiple work assignments simultaneously.
Basic computer skills and experience with Microsoft Word, Outlook and Excel.
Ability to maintain accurate records and retrieve files from active or archive sources. Basic filing practices to include numeric and alphabetic systems.
*Resume Required*


Knowledge of and ability to interpret and apply related federal, state, and local laws, ordinances, rules and regulations.
Knowledge of and ability to interpret and apply related University policies and procedures.

Anticipated Salary Range

High $20,000s.

Pay Plan

This is an USPS (University Support Personnel System) position.

Criminal Background Check

This position requires successful completion of a criminal history background check.

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.

Veterans' Preference

Certain service members and veterans, and the spouses and family members of the service members and veterans, will receive preference and priority in employment and are encouraged to apply for the positions being filled. For information on who may be eligible for Veterans' Preference, go to http://hr.fsu.edu/?page=ers/application/application_veterans_preference, or call FSU Human Resources at (850) 644-6034.
IMPORTANT: In order to claim Veterans' Preference, applicants must upload a DD-214 (and other documentation, as applicable) with their online application prior to the closing date of the job opening.

Tobacco Free Campus

Effective January 1, 2014, tobacco use, including simulated tobacco use, is prohibited on property, interior and exterior, owned or managed by Florida State University. This policy applies to all Florida State University students, employees, consultants, contractors, visitors, and external individuals.

Equal Employment Opportunity

An Equal Opportunity/Access/Affirmative Action/Pro Disabled & Veteran Employer.
FSU's Equal Opportunity Statement can be viewed at: http://www.hr.fsu.edu/PDF/Publications/diversity/EEO_Statement.pdf


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