Program Associate (Finance & Administration - Medicine)

Job description

Job ID: 44299

Full/Part Time: Full-Time

Regular/Temporary: Regular


Finance & Administration - College of Medicine


Processes transactional human resource actions for designated departments at the College of Medicine for new hires, reappointments, appointment changes, terminations, etc., for faculty, USPS, A&P, volunteers, Federal Work Study, OPS and clerkship faculty and directors. Responsible for adhering to college, University and state policies and procedures and verifying funding sources and available funding. Assures that proper documentation is completed for all actions to include I-9's, new employee wizard, offer letters, contracts, etc. Processes supervisory changes for OPS, staff and faculty in OMNI. Responsible for submission of eORR's (electronic Online Role Requests) to the University. Monitors COM directory entries for new employees, completes directory changes and updates related to faculty, staff, OPS title changes, department changes, terminations, etc. for assigned departments.

Monitors time and leave entry process on a weekly basis assuring appropriate approvals have been completed. Reviews and updates payroll activity, including review of actives and cost center reports for designated departments ensuring that documentation is accurate and monitors adherence to established financial policies and procedures. Responsible for generating, updating and distributing payroll and related reports on a biweekly basis. Responsible for initiating cases through FSU Service Center as needed to resolve problems with appointments or payroll.
Submits appropriate documentation for one-time payments for faculty, staff and OPS, when applicable. Provides assistance to Administrative Services management for the compilation and preparation of related data and reports and provides information needed for management decisions.

Responsible for facilitating the hiring process for USPS, A&P and OPS vacancies working directly with Administrative Services management. Has initial contact with hiring department and collects hiring documentation. Works directly with Administrative Services management to facilitate the submission of position advertisements to include outside advertising sources. Monitors the applicant pool and advertisement deadlines. Assures the hiring department is following University guidelines regarding recruitment and interviewing. Assures that reference checks have been conducted and background checks have been completed prior to the hiring action. Maintains hiring records in accordance with COM and University policy.

Responsible for the collection and monitoring of Spoken English, Outside Employment, and routine forms as needed. Attends training and department meetings to enhance job skills and knowledge. Promotes an atmosphere of teamwork in accomplishing the mission and goals of Administrative Services to include participating in the delivery of support services for special projects, scheduled events or in meeting key departmental deadlines. Responsible for initiation of departmental purchases. Assists the Admin Services office with general copier functions, scheduling maintenance, etc. Schedules meeting or training sessions as directed to include announcements, logistics, etc.


High school diploma/equivalency and four years of experience; or a combination of post-high school education and experience equal to four years.

Experience working in a customer service atmosphere.
Experience performing accurately in a detail oriented environment and meeting project deadlines.
Experience and knowledge of applicable computer applications and basic computer functions, to include Microsoft Excel, Outlook, and Word or comparable software.
Experience prioritizing, organizing, and performing multiple work assignments simultaneously.
Experience gathering, interpreting, reporting, and editing information.


OMNI/Peoplesoft experience.

Sharepoint experience.

Pay Plan

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 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:





Diversity Profile: University



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Job No:
Posted: 12/8/2018
Application Due: 12/30/2018
Work Type: