Job Title: Construction Administrative Specialist - UBA/Facilities
Location: Tallahassee, FL
Regular/Temporary: Regular
Full/Part Time: Full-Time
Job ID: 52762
Department

University Business Administrators - Facilities site

The Florida State University Facilities team is built on a foundation of stewardship and service. Employing nearly 700 dedicated professionals, this department provides year-round, 24-hour service to more than 44,000 students, 16,000 traditional faculty and staff, and countless visitors that learn, work, live, and spend time on campus. Presiding over the university’s physical environment, the Facilities team is responsible for over 1,600 acres, more than 14.5 million gross square feet, and 400 buildings state-wide. With unwavering support for Florida State University’s mission, the Facilities department powers, plans, designs, constructs, and cleans the university’s campuses. Emphasizing quality and sustainability, this diverse team strives to ensure a safe, healthy, and attractive environment while meeting the current and evolving needs of the campus communities.

The FSU Facilities Design and Construction department is responsible for delivering new construction renovation and restoration projections on all of our campuses. We represent the interests of each user group to help them better support their mission at Florida State University.

Equal Employment Opportunity

An Equal Opportunity/Access/Affirmative Action/Pro Disabled & Veteran Employer.

FSU's Equal Opportunity Statement can be accessed at: https://hr.fsu.edu/sites/g/files/upcbnu2186/files/PDF/Publications/diversity/EEO_Statement.pdf.

Responsibilities

• Provides administrative professional support to Project Managers for new construction and renovation projects for major and minor projects.
• Responsible for budgetary control and maintains oversight of the business cycle for assigned construction/renovation projects including providing guidance to the Project Managers and formulating contract requirements.
• Ensures budgetary control by reviewing expenditures for assigned Public Education Capital Outlay (PECO), Carry forward, departmental funding for Maintenance Allocations and any other University funding type.
• Manages purchase orders to ensure compliance, reviews Guaranteed Minimum Price (GMP) proposals and purchasing requests with Project Managers.
• Controls receipt and disbursement of funds for vendors, tracks the amount of contingency remaining in contract change order.
• Responsible for researching and resolving payment issues with vendors, enters data into Facilities Project Management shadow system, reconciles transactional data in these systems into OMNI.
• Serves as liaison between Project Managers and other agencies and departments including Architects, Engineers, and Contractors, as well as backup for other Administrative Specialists in Design & Construction.

Qualifications

Bachelor's degree two years work experience; or a high school diploma or equivalent and experience equal to six years. (Note: post high-school education and/or experience may substitute at a comparable rate.)

• Ability to communicate effectively verbally and in writing.
• Experience establishing and maintaining effective working relationships.
• Ability to gather, interpret, report, and edit information.
• Knowledge of applicable computer applications including Microsoft Office Suite.
• Ability to evaluate process effectiveness and develop change or alternatives.
• Experience prioritizing and organizing work assignments.

Preferred

• Knowledge of the concepts, principles, and practices of accounting, budgeting, and preparation of financial reports.

Helpful

The ideal candidate would have previous experience providing a range of administrative support for office staff, including correspondence and managing documents and materials across an organization in a digital and physical environment. The candidate should have experience with a variety of administrative tools. The ideal candidate for this position is organized and able to prioritize requests based on business needs. They are thorough and follow up on outstanding requests while using effective communication skills to keep requesters updated on the status of orders. They are also resourceful and able to think on their feet. Strong candidates should be able to work collaboratively with team members and other offices on campus but also independently to complete their assigned tasks.

A typical day in this position will involve working with team members and project managers. The work environment in our division is friendly and collaborative. The ideal candidate is team-orientated and one who values diversity and inclusion.

The first 60-90 days will primarily consist of learning about the organization, the department, and FSU policies and operational procedures.

University Information

One of the nation's elite research universities, Florida State University preserves, expands, and disseminates knowledge in the sciences, technology, arts, humanities, and professions, while embracing a philosophy of learning strongly rooted in the traditions of the liberal arts and critical thinking. Founded in 1851, Florida State University is the oldest continuous site of higher education in Florida. FSU is a community steeped in tradition that fosters research, encourages creativity, and embraces diversity. At FSU, there’s the excitement of being part of a vibrant academic and professional community, surrounded by people whose ideas are shaping tomorrow’s news!

Learn more about our university and campuses.

Anticipated Salary Range

Mid to upper $30,000s commensurate with education and experience.

Pay Plan

This is an A&P (Administrative and Professional) position.

FSU Total Rewards

FSU offers a robust Total Rewards package. Visit our website to learn more about our Compensation, Benefits, Wellness, Recognition, and Employee Development programs.

Use our interactive tool to calculate Total Compensation options based on potential salary, benefits and retirement contributions, earned leave, and other employment-related perks.

Schedule

If not otherwise specified, schedule is M-F, 8-5.

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.