Administrative Specialist, HR & Finance
Job Title: Administrative Specialist, HR & Finance
Location: Tallahassee, FL
Full/Part Time: Full-Time
Job ID: 48360
Department The Office of the Vice President for Research at Florida State University seeks to fill the position of Administrative Specialist.Equal 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 This position is responsible for personnel, payroll, fiscal and administrative functions within the Office of the Vice President for Research (OVPR).
This position reviews and approves on behalf of the Vice President for Research (VPR) all personnel transactions routed through the Office of Research. They will advise the VPR and those units reporting to the OVPR (including, the research administration operating units and the research centers) on policies and procedures relating to personnel management. This individual will serves as the HR representative for the OVPR, including completing all personnel actions, such as e/pPafs, AORs, FACETs, etc., for OVPR employees, creating job openings and completing the hiring process for new employees, and ensures the department is compliant with HR departmental and university policies and procedures. They will be responsible for monitoring all time entry and approvals for the Division of Research to ensure all time is entered and approved appropriately and timely.
They will be responsible for the fiscal operations of select budgets with Research, including preparing financial documents, monitoring, reporting and reconciling accounts. Also, they will be responsible for ensuring the responsible parties with spending authority spend in compliance with university policies and manage budgets prudently. This individual will compile information for monthly financial reports and prepares ad hoc financial reports as requested. They will serve as a P-Card proxy for the Office of Research.
Additionally, the individual will serve as a liaison for the Office of Research on division-wide issues, including personnel, budgeting, property, etc. They will advise and assist units within the division on university and division policies and procedures. Additionally, they will provide support to reporting units as needed, including performing all HR functions during unit vacancies.
This position will serve as the Property Manager for the Office of Research. They will manage the state vehicle(s) owned by the Office of Research, including handling maintenance and inspections of the vehicle. They will also manage building access for all Office of Research staff, as well as handling building service requests. This individual will also serve as the United Way coordinator for the Office of Research. Lastly, they will provide administrative support as well as other duties as assigned, such as training new staff, special projects, helping execute Office of Research events, maintaining AED equipment, etc.Qualifications Bachelor’s degree and two years of experience related to the duties of this position; or a high school diploma/equivalency and six years of experience related to the duties of this position.
(Note: a combination of post high school education and experience equal to six years.)
Experience gathering, interpreting, reporting and/or editing information.
Ability to perform accurately in a detail-oriented environment.
Experience prioritizing, organizing and performing multiple work assignments simultaneously.
Experience compiling, reviewing, and reconciling data for accuracy, completeness, and compliance.
Experience using applicable computer applications, such as Microsoft Office Suite, and basic computer functions.
Experience applying the concepts, principles, and practices of accounting, budgeting, and cost control procedures.
Experience applying the principles, practices, and standards of human resource administration in assigned area.
Ability to communicate effectively verbally and in writing.
Ability to establish and maintain effective working relationships.Preferred Bachelor’s degree and two years of experience.
Knowledge of and the ability to interpret and apply related University policies, procedures, principles, and practices.
Knowledge of and ability to interpret and apply related federal, state, and local laws, ordinances, rules and regulations.
Knowledge of and ability to apply Generally Accepted Accounting Principles (GAAP).
Experience with PeopleSoft Financials, HR and BI.Contact Info Contact: Jenn Gerson at [email protected] Salary Range Salary will be commensurate with experience.Pay Plan This is an A&P (Administrative and Professional) position.Soft Money Funded Position This is a soft money funded position, with renewal based on available funds and the needs of the University.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.