Program Associate (Family Medicine & Rural Health - Medicine)
Job ID: 43671
Full/Part Time: Full-Time
Family Medicine & Rural Health - College of Medicine
Provides direct administrative and clerical support for the Department of Family Medicine & Rural Health (DFMRH) and assigned faculty to include, but not limited to: maintenance of faculty information in the Faculty Expertise and Advancements System (FEAS) and providing assistance with the faculty tenure and promotion process. Provides administrative and clerical support for faculty, as directed by the Administrative Specialist, the Department Chair, or the Associate Department Chair. Provides backup administrative support for the Department Chair as needed and for other faculty and staff as directed by the Administrative Specialist.
Serves as the Department travel representative for designated faculty members, to include: processing travel authorizations, gathering documentation, making necessary travel arrangements, preparing a travel folder to include all pertinent information, and processing travel reimbursements in accordance with Florida State University and College of Medicine policies and procedures ensuring travel arrangements and reimbursements are processed in a timely manner. Follows established office procedures for completing and tracking expense reports and scanning completed documents to faculty folders in Sharepoint (MedNet). Responsible for issued T-card assuring compliance with University rules and regulations regarding T-card usage.
Maintains a file system to support department activities and Foundation accounting transactions. Maintains files of correspondence, documentation, and reports for easy reference and retrieval. Receives cash or checks as donations to the FSU Foundation accounts and makes deposits to Foundation accounts in accordance with University and COM guidelines for proper cash and check handling. Responsible for faculty membership renewals for various organizations. Creates and maintains a current position procedure manual, updating content as appropriate throughout the year. Uses appropriate department procedures for recording and reporting expenditures to Administrative Specialist for budgetary tracking purposes.
Plans and arranges department social functions, meetings, and other events to include managing guest lists, sending invitations, making arrangements for venue, food, materials needed, set-up, break down, following up with vendors ensuring purchase orders or payment arrangements are in place, hotel and travel arrangements for guest and student participants and final reports related to events. Works closely with FSU COM Event Planner in coordinating logistics, planning, and execution of events.
Performs other related duties as required to assure the efficient operation of the office including, but not limited to: providing assistance to support staff in the department in their absence or during peak work times and assisting with event planning, logistics, errands, set-up, clean up, etc., which may require work outside of standard business hours, including occasional evening and/or weekend hours to cover scheduled events.
Facilitates efficiency among staff, enhances customer service, and meets the needs of students, faculty, and staff. Promotes an atmosphere of teamwork in accomplishing the mission and goals of the department, to include participating in the delivery of administrative support services for special projects, special events, or in meeting key departmental deadlines. Stays informed of current State of Florida and University policies and procedures. May be asked to run occasional errands in support of DFMRH event and COM business activities, requiring a valid driver's license.
High school diploma/equivalency and four years of experience; or a combination of post-high school education and experience equal to four years.
Experience communicating effectively verbally and in writing.
Experience establishing and maintaining effective working relationships.
Experience gathering, interpreting, reporting, and/or editing information, and performing accurately in a detail oriented environment.
Experience prioritizing, organizing and performing multiple work assignments simultaneously and meeting project deadlines.
Experience utilizing problem solving skills.
Experience with applicable computer programs such as Microsoft Word, and Outlook, or other comparable programs.
Experience with event planning and the ability to coordinate, organize and evaluate meetings and/or events.
Experience with the collection and/or cash handling procedures and ability to perform monetary transactions.
Valid FL/GA Driver's License or the ability to obtain.
Bachelor's degree and two to four years of relevant experience.
Experience processing travel (CONCUR preferred).
Experience with PeopleSoft applications.
Experience with SharePoint.
Experience with accounting activities and payment processing procedures.
Experience with electronic data processing as it applies to purchasing activities and the ability to make purchasing decisions based on independent research and judgement for regular office supplies and inventory items.
Desiring an experienced and enthusiastic candidate who can demonstrate a strong sense of initiative, work well independently as well as in a team, and make sound judgements while working in a deadline-driven environment.
Anticipated Salary Range
Anticipated salary is commensurate upon education and experience.
This is an USPS (University Support Personnel System) position.
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 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.
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