Administrative Specialist (Office Information Technology - Medicine)
Job Title: Administrative Specialist (Office Information Technology - Medicine)
Location: Tallahassee, FL
Full/Part Time: Full-Time
Job ID: 46274
Department Department of Information Technology Medicine – 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 Responsible for all administrative aspects of the financial/budgetary, programmatic, and staffing activies for the Office of Information Technology (OIT). Serves as OIT ticket management specialist, providing project management services to inter-functional projects as specified by OIT leadership. This includes time tracking, document management, convening meetings, project budgeting and long term planning and development of projects and accompanying policies and procedures. Responsible for managing, prioritizing and assigning all OIT help requests, including, but not limited to: entering help requests for walk-in and phone call or direct emails; monitors service desk technician workload; escalates tickets to OIT teams as appropriate; monitors Workfront (the OIT Service Desk Request system) reports for time logged on help requests; and ensures proper ticket closeout. Coordinates system reporting needs and data requests, including: staff progress reports, department usage tracking, and service catalog categorization as requested by the Assistant Dean for OIT. Coordinates, implements, and organizes OIT policies and procedures, making recommendations to OIT management.
Assists the Associate Director of IT with all OIT purchasing and budget activities, with a primary responsibility for annual software renewals. Assists with monthly management of the OIT budget by consolidating and reviewing prior to submission to COM administration. Processes all purchase orders, ensuring all documents are prepared, signed, distributed, and processed meeting deadlines in accordance with FSU policies and procedures. Responsible for preparing, compiling, and maintaining records used to track purchasing activity. Responsible for procurement of office supplies, preparation of requisitions in OMNI, and tracking delivery of items. Monitors invoices requiring payment and works with COM accounting representative to receive items in OMNI and processes invoices for payment. Communicates directly with vendors and sales representatives during the procurement process. Completes and submits appropriate forms and related documentation for procurement activities including, but not limited to: purchases, training, conferences, and membership renewals. Assists with scanning and data entry of new hardware and software purchases into inventory management system. Assists with the FSU Contract Management processes as required. Reconciles inventory between OMNI and inventory management system to ensure accurate data.
Provides direct administrative assistance to the Assistant Dean of OIT and the OIT Management Team including, but not limited to: calendar and appointment management and recording meeting minutes. Responsible for coordination of OIT communications functions such as developing newsletters, overseeing OIT web site page updates, handbook revisions, and OIT Strategic Plan implementation.
First point of contact for faculty, staff, and students contacting the service desk answering basic computer hardware and software questions and determining appropriate team escalations. Troubleshoots basic technology problems, assists with general application support to include Word, Excel, and Outlook. Maintains records; creates and tracks repair tickets with repair facilities. Supervises and trains departmental interns and work-study students.
Serves as administrative department representative for all finance and administrative activities, acting as first point of contact for transactional accounting and human resources needs. Provides administrative support for the OIT office to include completion of departmental FACET, AORs, and faculty/staff evaluations. Performs additional administrative tasks, to include: processing of mail, and conference room reservations. Serves as travel representative for OIT, processes and submits all travel authorizations, gathers documentation and submits travel reimbursements. Makes all necessary travel arrangements, to include: hotel, flights, car rentals, etc. as needed for faculty and staff in accordance with Florida State University policies and procedures ensuring travel arrangements and reimbursements are processed in a timely manner.Qualifications Bachelor's degree and two years experience; high school diploma/equivalent and experience equal to six years. (Note: post-high school education can substitute for experience at the equivalent rate.)
Ability to convey technical information to technical and non-technical users.
Ability to communicate effectively verbally and in writing.
Ability to demonstrate effective customer service skills.
Experience with computer applications and basic computer functions, to include Microsoft Word and Excel or equivalent software.
Ability to maintain accurate records and retrieve files from active or archive sources.
Experience with basic filing practices to include numeric and alphabetic systems.
Ability to understand and follow written and oral instructions.Preferred Bachelor's degree and two years experience.
Skill in preparing clear and concise reports, policies, procedures, correspondences, and other written materials.
Knowledge of collection and/or cash handling procedures and ability to perform monetary transactions.
Knowledge of purchasing, procurement, budgeting, and administrative management.
Experience using FSU SpearMart, OMNI Financials and HR systems.
Knowledge of basic project management techniques and principals.
Knowledge of the principles and practices of event planning and ability to coordinate, organize and evaluate meetings and/or events.
Organized and timely when dealing with administrative tasks such as processing purchasing renewals and travel paperwork.
Friendly, outgoing, and attentive with the skills to greet IT customers and give a great first impression.
Knowledge of academic resources available to students.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.