UBA/Fine Arts Administrative Specialist

Job description

Job ID: 44324

Full/Part Time: Full-Time

Regular/Temporary: Regular


This position is in the University Business Administrators program located in the College of Fine Arts.


This position is responsible for providing administrative professional support related to human resources, faculty development and advancement, and fiscal management for the Office of the Dean in the College of Fine Arts.

Oversees college-wide processes related to Human Resources and Faculty Development & Advancement, ensuring processes and materials comply with College and University guidelines. Responsibilities include coordinating: promotion & tenure activities, reviews, and reporting; specialized faculty promotions; election of representatives to the Faculty Senate; annual regular faculty evaluations; adjunct evaluations; preparing and collecting reappointed faculty contracts; entering and reviewing faculty mass and manual reappointments; creating faculty offer letters, contracts, and sign-on bonuses; assisting with the onboarding of new faculty at the College and university level; monitoring and reporting on Sustained Performance Increases and Evaluations; faculty transfers and other actions; faculty sabbatical coordination and reporting; coordinating faculty/staff merit increases for across-the-board and other reasons. Coordinates FEAS processes for the college. Participates in short and long range planning to include policy development for human resources and faculty development/advancement functions. Designs and develops data collection and recording methods for information storage and retrieval, including Years in Rank and Tenure Clock documents.

Serves as Human Resources and Time and Labor Representative for the Office of the Dean. Executes Dean's Office activities related to the recruitment of departmental faculty and high-level departmental staff. Coordinates recruitment processes with departments and serves as a point of contact for new permanent and temporary (OPS) employees in gathering information and onboarding. Creates ePAFs, job openings and job offers. Responsible for reviewing active appointments and payroll cost center reports and resolving any errors. Serves as backup to departmental HR reps when long-term vacancies arise. AOR and FACET representative for the Office of the Dean.

Coordinates management of faculty and staff rate and assists with fiscal management for the Office of the Dean. Responsible for tracking and maintaining faculty and staff rate allocation reports; prepares and submits faculty salary conversions in coordination with UBA Assistant Director. Completes Position Status Reports and maintains files on minority loans and other rate reversion issues. Performs other fiscal support activities, including assisting in the oversight of departmental budgets and expenditures, review and analysis of financial documents, and performing monthly reconciliations of OMNI and Foundation accounts in coordination with the UBA Assistant Director.

Highly visible representative of the Office of the Dean and the College of Fine Arts through correspondence and meetings. Develops and carries out communication procedures for dissemination of University and Dean's Office directives related to assigned areas of responsibility. Assists the Dean and the UBA Assistant Director by preparing, reviewing, and editing special reports, analyses, and correspondence related to human resources and faculty development and advancement, and other related areas.


Bachelor's degree and two years' experience or a combination of post high school education and experience equal to six years.

Experience with Microsoft Office software and basic computer functions.

Experience gathering, interpreting, reporting, and/or editing information.

Experience prioritizing, organizing and performing multiple work assignments simultaneously.

Ability to develop and implement policies, procedures, goals, and objectives.

Ability to establish and maintain effective working relationships.

Ability to evaluate process effectiveness and develop change or alternatives.

Ability to train and supervise employees.

Ability to communicate effectively verbally and in writing.


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

Commensurate with experience.

Pay Plan

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

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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Job No:
Posted: 11/9/2018
Application Due: 11/14/2018
Work Type: