Senior Administrative Specialist (Research & Graduate Programs - Medicine)
Job Title: Senior Administrative Specialist (Research & Graduate Programs - Medicine)
Location: Tallahassee, FL
Full/Part Time: Full-Time
Job ID: 45391
Department Division of Research & Graduate Programs – College of MedicineEqual 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.pdfResponsibilities Provides direct assistance to the Senior Associate Dean for the Division of Research and Graduate Programs, Assistant Dean for Research Activities, Assistant Dean for Graduate Programs and Medical Student Research, Director for Translational Sciences Laboratory, the Director for the Network for Clinical Research and Training, and the Office of Research Administration with administrative and programmatic activities. As department representative for all units reporting to the Senior Associate Dean, this position: (1) Manages fiscal, administrative and business operations for the division, including budget, human resources and grant compliance. (2) Interprets, analyzes, and makes recommendations for division spending and funding utilization regarding the division’s budgeting process. (3) Maintains extensive working knowledge of research processes. (4) Represents the Division at all levels of administration, organizations and committees internal and external to the College of Medicine and FSU, including the medical community locally and nationally. (5) Assists the Senior Associate Dean with budget projection and planning, annual goals and objectives and short and long term operational planning. (6) Ensures that the Division is in compliance with all department, university, and federal rules and regulations. (7) Acts as a point of contact for all units for policies and procedures pertaining to the Biomedical Sciences PhD program.
Participates in the oversight of grant proposals, coordinates with pre and post-award staff and individual Principal Investigators regarding grant-related matters. Certifies effort of personnel via FACET system. Assures deadlines are met.
Processes and submits foundation disbursement electronic payment requests and travel authorizations, gathers documentation and submits travel reimbursements for the Senior Associate Dean and all division units. Makes all necessary travel arrangements including hotels, flights, car rentals, etc. in accordance with Florida State University policies and procedures. Ensures travel arrangements and reimbursements are processed in a timely manner. Processes purchase orders and ensures that all documents are prepared, signed, distributed and processed so that deadlines are met in accordance with Florida State University policies and procedures.
Provides direct support to the Senior Associate Dean in support of committee memberships and boards at the University, community, state and national level. Responsible for scheduling, travel arrangements, preparation of meeting materials and presentations, correspondence and reports and other related duties assuring logistics and necessary follow-up. Plans and arranges department social functions, meetings and other events. Assists with the logistics of Grand Rounds, and research fairs. Runs occasional errands in support of division activities requiring the operation of a motor vehicle.
Serves as personal assistant to the Senior Associate Dean. Coordinates Senior Associate Dean’s calendar and division calendar, manages correspondence and other duties as required. Coordinates all Division of Research, Graduate Program, and Undergraduate Program national searches for positions reporting directly to the Senior Associate Dean. Serves as liaison with national search firms and provides direct support to search committee chairs including scheduling search committee meetings, preparation of materials, coordinating complex schedules and travel accommodations and submission for interviewees and family members, developing agendas with all stakeholders for interviews (College of Medicine, University, Regional Campuses, TMH, etc.).Qualifications Bachelor's degree and four years of experience. (Note: higher education may substitute for experience at the equivalent rate.)
Experience communicating effectively verbally and in writing across all organizational levels.
Experience meeting project deadlines.
Experience performing accurately in a detail oriented environment.
Experience prioritizing, organizing, and performing multiple work assignments simultaneously.
Experience with applicable computer programs including Microsoft Word, Excel, and Outlook or equivalent software.
Experience maintaining accurate paper and electronic records and retrieving files from active or archival sources.
Valid Florida/Georgia’s Driver’s License or the ability to obtain.Preferred Experience establishing and maintaining effective and efficient working relationships.
Experience developing and implementing procedures, goals, and objectives consistently.
Experience evaluating process effectiveness and developing change or alternatives.
Experience identifying, gathering, interpreting, reporting data and/or editing information.
Experience coordinating educational events, workshops, and/or activities in a timely and efficient manner.
Knowledge of processes, procedures, and methods used in master planning.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 https://jobs.fsu.edu. 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.Re-advertisement This position is being re-advertised. Previous applicants need not reapply.