Administrative Specialist (Division of Student Affairs - Medicine)
Job Title: Administrative Specialist (Division of Student Affairs - Medicine)
Location: Tallahassee, FL
Full/Part Time: Full-Time
Job ID: 46316
Department College of Medicine - Division of Student AffairsEqual 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 Serves as the first point of contact for the Office of Student Counseling Services. Schedules appointments for psychologists, and coordinates initial appointments with psychiatrist's office staff and routes necessary paperwork. Maintains database of student appointments and presenting problems. Oversees the coordination of activities and events in support of program initiatives and strategic initiatives and implements changes to promote effective and efficient operations. Assists in the development and implementation of department policies and procedures and stays apprised of changes in University and COM policies and procedures. Represents the Office of Student Counseling with all levels of administration to units internal and external to COM and FSU. As such, demonstrates effective customer service and communication skills, easily engaging with individuals of diverse backgrounds.
Processes and submits all travel authorizations, gathers documentation and submits travel reimbursements. Makes all necessary travel arrangements to include hotel, flights, car rentals, etc. in accordance with Florida State University policies and procedures ensuring travel arrangements and reimbursements are processed in a timely manner. Facilitates all p-card purchases to include office supplies through COM Accounting Services in accordance with Florida State University policies and procedures. Responsible for preparing, compiling and maintaining records used to track purchasing activity. Serves as the travel back-up for DSAA.
Provides direct assistance to the faculty of the Office of Student Counseling Services for the compilation and preparation of materials for meetings, compiles data and reports and provides information needed for management decisions. Performs literature searches and other research activities requested by faculty, to include confidential data entry and scoring of assessments and screeners. Drafts responses by the director where appropriate. Assists with administrative processes to include coordinating submission of paperwork for COM appointment process, tracking psychology continuing education credits in database, completing paperwork for psychology licensure payments, updating of Regional Campus mental health resource database, etc.
Promotes an atmosphere of teamwork in accomplishing the goals of the Office of Student Counseling Services. Includes participating in the delivery of administrative support services for special projects or events developed by the Office of Student Counseling Services. Assists Division staff with student functions such as Orientation, White Coat Ceremony and Graduation, etc., actively participating as part of a team in the functions of the Division. Includes participating in other activities as directed in support of the Division. May require occasional evening and weekend hours.
May be asked to run occasional errands in support of DSAA events and COM business activities. Performs other related duties as required to assure the efficient operation of the office, including, but not limited to: providing back-up assistance to support staff in the Division in their absence or during peak work times.Qualifications Bachelor's degree and two years experience; or high school diploma/equivalent and experience equal to six years. (Note: post-high school education can substitute for experience at the equivalent rate.).
Experience demonstrating effective customer service skills.
Experience communicating effectively verbally and in writing.
Experience establishing and maintaining effective working relationships.
Experience gathering, interpreting, reporting, and/or editing information.
Experience performing accurately in a detail-oriented environment.
Experience maintaining accurate records and files. Experience with basic filing practices to include numeric and alphabetic systems.
Experience in an office environment to include multi-tasking and managing confidential information in a professional manner.Preferred Bachelor's degree and two years of experience.
Administrative and/or customer service experience in a medical or psychology office practice.
Experience compiling, reviewing, and reconciling data for accuracy, completeness, and compliance.
Knowledge of and ability to interpret and apply related federal, state, and local laws, ordinances, rules and regulations.
Knowledge of and the ability to interpret and apply related University policies, procedures, principles, and practices.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.