Administrative Specialist

Job description

Job ID: 43867

Full/Part Time: Full-Time

Regular/Temporary: Regular


Department of Scientific Computing


Oversees all budget activity (E&G, SRAD, Foundation, Research Foundations, and Sponsored Projects) and reconciles ledgers accordingly. Acts as liaison with Controller's office, travel office, and procurement department relating to budget matters. Develops budget recommendations, reports, and prepares budget requests. Departmental approver on all budgets and has signature authority on all budgets. Follows generally accepted accounting guidelines, and develops a sound environment of fiscal stewardship and internal accounting control. Responsible for assisting the department in achieving operational goals while upholding compliance of applicable laws, regulations, or university policies.

Provides assistance with one or more phases of the contract/grant proposals and implementation. Assists principle investigators in collecting and compiling data for proposal development and submission. Assists in budget preparation, revision and/or account reconciliation. Processes purchasing and travel requests and ensures compliance within the guidelines of proposal/grant. Performs reconciliation, monitors accounts, and prepares standard financial reports and financial statements of sponsored research accounts.

Responsible for performing administrative and professional support services for senior management and administration. Provides recommendations based on significant knowledge of the organizations business and administrative objectives and activities while interpreting university policies. Participates in short and long-range planning to include policy and program development. Responsible for managing administrative operations within the department. Analyzes and makes recommendations on office operational needs to include correspondence, data compilation, preparation of reports, and related responsibilities.

Manages all administrative matters for the Department of Scientific Computing. Oversees the day to day functions of the department including travel, purchasing, human resources, and FSU Foundation to ensure that the mission of the department is met. Supervises the Chair's office support staff to ensure the effectiveness of support. Directs staff in duties to assure accurate and timely financial and other related business functions. Manages workflow within the office. Proposes and monitors office policies and procedures to ensure reporting and accountability to university units. Oversees completion of exempt and non-exempt FACET.

Enters and reconciles all departmental tuition waivers for the graduate students. Assists Department Chair with special assignments, research, and report preparation as requested. Performs research and data analysis for institutional data collection and reporting for the Department Chair.

Property manager and custodian, oversees annual inventory.

P-Card Proxy for all card holders in the department.


Bachelor's Degree and 2 years' experience.

Knowledge of purchasing, procurement, budgeting, and administrative management.

Knowledge of the concepts, principles, and practices of accounting, budgeting, and cost control procedures.

Ability to train and supervise employees.

Ability to compile, review, and reconcile data for accuracy, completeness, and compliance.

Knowledge of Microsoft Office applications (to include Word, Excel, and Outlook) or comparable software.

Anticipated Salary Range

Anticipated salary range is in the mid to upper $30,000s.

Pay Plan

This is an A&P (Administrative and Professional) 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 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.

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: 7/12/2018
Application Due: 7/18/2018
Work Type: