Administrative Specialist/UBA Music

Job description

Job ID: 44427

Full/Part Time: Full-Time

Regular/Temporary: Regular


This position is located in the College of Music.


Ensures a sound environment of internal controls and compliance by monitoring and reviewing HR transactional processes. Interprets and communicates policies to administrators (Deans, Directors and Department Chairs), faculty, and staff. Provides recommendations to administrators in order to support the mission and initiative of the client site while maintaining compliance with university policies and procedures.
This position is responsible for the coordination and management of all Human Resources transactional functions for the College of Music and its respective departments, camps, and library. Oversees the daily operations of all HR actions, including directing the Admin Support Assistant responsible for appointing new personnel, putting together backup paperwork, reviewing timesheets for accuracy and file maintenance. Responsible for monitoring the HR transactional activities meet the client needs and provide reports in relation to HR transactions.
Responsible for the coordination and management of the College of Music foundation accounts. Supervises and coordinates the daily operations and reconciliation of all foundation activities, including directing the Admin Support Assistant responsible for preparing disbursement/deposit paperwork, and the entry of these transactions into the internal excel spreadsheet. Participates in short and long-range planning to include policy and program development.
Responsible for the management and administration of the COFRS and FYAP Grants. Meets with faculty regarding payment amounts, schedules, and funding dates. Act as the liaison between Sponsored Research and the College of Music faculty relating to their grant. Responsible for completing the reconciliation for each grant at the end of each month.
Advising and counseling College of Music Deans, Directors, Department Heads, staff and students on the appropriate method of compensation and/or reimbursement for individuals and groups, based on the policies and procedures of various University departments to include but not limited to Human Resources, Procurement, Payroll, Accounts Payable, and FSU Foundation.
Overseeing and supervising the retention and destruction of fiscal office records and advising other departments within the College of Music on proper records retention and destruction. Backup to Assistant Director for budget transfers and faculty conversions. Serves as back-up for cash collections and coordinating all deposits.


Bachelor's degree and two years of experience or a high school diploma or equivalent and experience equal to six years.
Experience communicating effectively both verbally and in writing.
Experience demonstrating critical thinking based upon in-depth data, substantiating information, considering and respecting the input of others' and their personal values and ethics.
Experience establishing and maintaining effective working relationships.
Experience prioritizing, organizing and performing multiple work assignments simultaneously.
Experience completing work and performing at high level in a detail oriented environment.
Experience compiling, reviewing, and reconciling data for accuracy, completeness, and compliance.
Experience maintaining accurate records and retrieving files from active or archive sources. Basic filing practices to include numeric and alphabetic systems.
Knowledge of accounting systems and practices.
Knowledge of principles, practices, and standards of human resource administration in assigned areas.

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.

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: 12/1/2018
Application Due: 12/30/2018
Work Type: