Administrative Specialist
- Employer
- Florida State University
- Location
- Tallahassee, FL
View more
- Administrative Jobs
- Institutional & Business Affairs, Clerical & Administrative Support
- Employment Type
- Full Time
- Institution Type
- Four-Year Institution
Job Details
Location: Tallahassee, FL
Regular/Temporary: Regular
Full/Part Time: Full-Time
Job ID: 46354
Department College of Social Sciences and Public Policy
Department of EconomicsEqual 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 Facilitates all new hire and rehire employment process through the FSU onboarding process. Collects and maintains all new hire documentation. Follows up with new hires ensuring onboarding tasks are completed prior to first day. Provides support to the department chair and other committee chairs related to applicant work history, education, training and job skills, and checks for conflicts of interest. Conducts reference and employment verifications. Processes appointments, monitors active employee list, certifies payroll, and approves time. Manages the department new employee process to include department orientation and the development of training resources and policies. Enters Graduate Student waivers per the department’s student financial aid funding per semester.
Coordinates and performs monthly reconciliation of account ledgers with FSU internal accounting system. Researches problems and discrepancies and brings resolution to the problem. Audits internal accounting system for accuracy and consistency with FSU systems. Ensures accurate processing of budget, expenditures, and payroll. Analyzes, prepares, reviews, and disseminates budget reports to the department chair, faculty, and department staff. Oversees department E&G, carryforward, auxiliary, foundation, C&G and ODL accounts. Regularly monitors account balances to prevent over-expenditures. Reviews and approves documentation to transfer funds. Collaborates with the department chair to develop a department budget. Provides projections and account balances as requested by faculty & staff.
Supervises primary purchasing/travel rep and purchasing/travel activities. Collaborates with primary purchasing rep to ensure all purchases meet FSU, Foundation, ODL, and contracts and grants (as applicable) policies and guidelines prior to initiation of the purchasing activity. Provides back-up support for processing purchases, travel requests, travel reimbursements, purchase orders, P-cards, and T-cards. Maintains back-up documentation for accounts.
Responsible for the coordination and oversight of departmental functions. Maintains property documentation and tracks inventory. Promotes an atmosphere of teamwork in accomplishing the strategic initiatives for the department to include delivery of administrative and academic services for special projects or in meeting key departmental deadlines. Creates Standard Operating Procedures, processes, workflows, and manuals that improve departmental effectiveness and efficiency while monitoring and proposing operational improvements. Requests rooms for guest speakers, seminars, and events. Contacts Classroom Support as needed, reserves rooms utilizing the Department of Economics Online Calendar, requesting CCure access to various rooms for faculty, staff, and students. Assists with lockouts from rooms for students and faculty. Facilitates new faculty and staff answering their calls, requesting keys to rooms, and setting up copier access and requests.Qualifications Bachelor's degree and two years of experience related to the duties of this position; or a high school diploma/equivalent and six year of experience related to the duties of this position.
(Note: a combination of post high school education and experience equal to six years.)
Experience preparing, monitoring and reporting on all financial transactions.
Experience performing accurately in a detail oriented environment
Advanced knowledge of Microsoft Word, Excel, and Outlook.
Experience managing and supervising employees.
Experience with office practices, procedures and etiquette.Pay Plan This is an A&P (Administrative and Professional) position.Schedule If not otherwise specified, schedule is M-F, 8-5 with one hour for lunch.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.
Organization
Working at Florida State University
One of the nation's elite research universities, Florida State University — with the Carnegie Foundation's highest designation, Doctoral/Research University-Extensive — offers a distinctive academic environment built on its cherished values and unique heritage, welcoming campus on the oldest continuous site of higher education in Florida, championship athletics, and prime location in the heart of the state capital.
Combining traditional strength in the arts and humanities with recognized leadership in the sciences, Florida State University provides unmatched opportunities for students and faculty through challenging academics, cultural discovery and community interaction.
Underlying and supporting the educational experience at Florida State University is the development of new generations of citizen leaders, based on the concepts inscribed in our seal: Vires, Artes, Mores — Strength, Skill and Character.
Epitomized by recently named Rhodes Scholars Garrett Johnson and Myron Rolle — elite athletes and scholars committed to public service — and Joseph O'Shea — a campus and community leader as well as a top scholar — Florida State's 40,000 students are dedicated to academic excellence and providing leadership in our complex world.
Florida State University's 16 colleges offer more than 275 undergraduate, graduate, doctoral, professional and specialist degree programs, including medicine and law, covering a broad array of disciplines critical to society today. Each year the University awards over 2,000 graduate and professional degrees.
With its impressive breadth of leading graduate, professional and undergraduate programs, Florida State University is a demanding, intellectually stimulating, yet warm and caring environment for students and faculty. Recognized nationally for its commitment to diversity, Florida State University is a national leader in the number of doctorates awarded to African-American students and in the graduation rate of African-American undergraduates. Its College of Medicine and College of Law are ranked in the nation's Top 10 for Hispanic students.
Florida State University's arts programs — dance, film, music and theatre — rank among the finest in the world, offering an arts education comparable to leading conservatories. Its creative writing program is ranked among the nation's best and is home to the most consistently honored and published student body in the United States. Florida State is responsible for governance of the John and Mable Ringling Museum of Art and associated arts programs, one of the largest museum/university complexes in the nation.
Other programs consistently included in the top public university list include physics, chemistry, political science, psychology, criminology, public administration, library science, information, human sciences, business and law.
At the Ph.D. level, interdisciplinary programs draw on notable research faculty strengths that transcend the traditional disciplines, including neuroscience, molecular biophysics, computational science, materials science and research at the National High Magnetic Field Laboratory—home to the world's most powerful magnets.
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