Administrative Assistant - UBA/Music

Job description

Job ID: 44609

Full/Part Time: Full-Time

Regular/Temporary: Regular


This position is located in the FSU College of Music.


This position serves as the point of contact for all purchase orders and foundation travel reimbursements for the College of Music. Provides Human Resources support for all Summer Music Camps and assists with Summer Music Camps outreach. Serves as the backup HR and travel representative for the College of Music.

Creates requisitions and maintains purchase orders in OMNI by verifying vendor status, entering requisitions in SpearMart, receiving items in OMNI, and monitoring open purchase orders that use either University or Foundation funds. Maintains department files related to personnel and fiscal matters. Makes deposits on behalf of the College of Music.

Serves as the main point of contact for Foundation travel reimbursements. Maintains internal foundation transaction logs, works closely with all faculty, students, and guests to collect documentation related to their travel and to process their travel reimbursements through Concur, maintains open communication during the reimbursement process, and provides assistance to the College of Music when special travel requests are approved by the Dean. Serves as the backup travel representative for the College of Music.

Provides Human Resources support for all Summer Music Camps appointments. Processes new hires, rehires, transfers, completes DCF background checks, and I-9 verifications. Works closely with Summer Music Camps administration and supervisor to ensure all appointments are processed in a timely manner. Confirms all appointments are listed correctly on biweekly Actives report. Maintains internal summer camp spreadsheet for accuracy and may assist with time approvals. Acts as the backup human resource representative for the College of Music.

Assists with Summer Music Camps outreach. Maintains a database of all Summer Music Camps alumni, ensuring all information is accurate and up to date. Assists Summer Music Camps Director and administration with researching current and past Summer Band Camps attendees to ensure accuracy of records and prepares reports as requested. Drafts, edits, and sends correspondence to constituents including e-mail and social media communications. Assists with event arrangements where Summer Music Camps alumni will be in attendance and for milestone events including requesting quotes, confirming reservations, paying invoices, and managing guest lists.


High school diploma or equivalent, and two years of experience or, post high school education and experience equal to four years.

Experience demonstrating effective customer service skills.

Experience communicating effectively both verbally and in writing.

Experience establishing and maintaining effective working relationships.

Experience performing accurately in a fast pace, detail-oriented environment.

Experience prioritizing, organizing and performing multiple work assignments simultaneously.

Experience maintaining accurate records and retrieving files from active or archive sources. Experience using basic filing practice (both numeric & alphabetic) systems.

Experience working in an office setting. Knowledge of office practices, procedures and proper etiquette.

Experience using applicable computer applications (to include Microsoft Office, Word, and Excel) and knowledge of basic computer functions.


Bachelor's degree preferred.

Anticipated Salary Range

Low to mid $20,000's. Salary commensurate with experience.

Pay Plan

This is an USPS (University Support Personnel System) 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.

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:





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Job No:
Posted: 1/5/2019
Application Due: 3/6/2019
Work Type: