University Business Administrators Administrative Associate

Job description

Job ID: 43353

Full/Part Time: Full-Time

Regular/Temporary: Regular


This position is in the Central Office of the University Business Administrators Program.


Responsible for performing a wide variety of higher level administrative support for the University Business Administrators Program (UBA) and the Office of Business Services (OBS).

Serves as the UBA and OBS HR Transactional Rep processing all personnel actions for UBA and OBS employees including recruiting, hiring, job opening packets, terminations, position description changes/updates, funding and supervisory changes, evaluations, benefits, time & leave, active appointment reports, and payroll cost center reports. Guides supervisors through the recruiting process from beginning to end. Tracks, monitors, and follows up with all HR transactions until completion. Assists new employees with paperwork. Handles Exempt and Non Exempt FACET. Maintains departmental personnel files.

Responsible for performing a wide variety of administrative functions. Prepares an assortment of materials including correspondence, reports, presentations, and forms. Sorts and distributes mail. Maintains calendars and conference room schedules. Assists in planning trainings, meetings, and events, answers telephone, and greets visitors. Responsible for maintaining numerous spreadsheets used to monitor important UBA information. Maintains a front desk procedures document. Coordinates the request and follow through of building maintenance and computer service issues. Responsible for upkeep of all office equipment such as copier, printers, and shredders. Helps keep common office space, such as lobby and break room, presentable for staff and guests.

Responsible for working with departmental staff to purchase goods and services ensuring that staff offices are equipped with the correct office supplies. Receives supplies and performs office inventory functions. Responsible for keeping the supply closet neat and in order. Serves as a Travel Rep responsible for entering travel authorizations and expense reports. P-Card and T-card holder.

Assists in providing support for the Associate Vice President of Finance & Administration. Maintains and tracks documents for the AVP and handles special projects as assigned.


Bachelor's Degree or High School Diploma or equivalent and 3 years of experience.
Ability to communicate effectively verbally and in writing.
Ability to establish and maintain effective working relationships.
Ability to perform accurately in a detail oriented environment.
Ability to utilize problem solving skills.
Ability to maintain accurate records and retrieve files from active or archive sources. Basic filing practices to include numeric and alphabetic systems.
Experience demonstrating effective customer service skills.
Experience prioritizing, organizing and performing multiple work assignments simultaneously
Experience with Microsoft Office and applicable computer applications and basic computer functions.


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

Anticipated Salary Range

Commensurate with experience.

Pay Plan

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


If not otherwise specified, schedule is M-F, 8-5.

Criminal Background Check

This position requires successful completion of a criminal history background check. The background check will be conducted as authorized and in accordance with University Policy 4-OP-C-7-B11.

How To Apply

If qualified and interested in a specific job opening as advertised, apply to Florida State University at 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, 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:





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Job No:
Posted: 5/15/2018
Application Due: 5/22/2018
Work Type: