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Sr. Administrative Specialist (Student Affairs - Medicine)

Job Details

Job Title: Sr. Administrative Specialist (Student Affairs - Medicine)
Location: Tallahassee, FL
Regular/Temporary: Regular
Full/Part Time: Full-Time
Job ID: 56557
Department

College of Medicine, Student Affairs/Admissions

Responsibilities

Responsible for daily administrative, financial, programmatic and staffing activities for the College of Medicine (COM) Division of Student Affairs and Admissions to include performing long-range planning and problem solving. Reviews department activities and implements changes to promote effective and efficient operations. Oversees the coordination of activities, events and staff in support of division initiatives and strategic initiatives. Monitors adherence to established administrative and financial policies and procedures. 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 department with all levels of administration to units internal and external to the COM and FSU.

Assists the Associate Dean with the budgeting process. Manages the departmental budget and attends budget meetings with COM Accounting staff on a regular basis. Responsible for oversight of Foundation account to include approving reimbursements and budgeting. Acts as liaison between student groups and COM Accounting, overseeing and managing the COM Foundation Student Organization budgets as the point of contact for the med students in identifying the appropriate funding source, including available balance of funds, as well as any alternative fund sources available (COGS/MEDSHOTS/FSU CARES). Responsible for processing the foundation disbursements for payment as set forth by FSU University Policy. Processes all purchase orders and membership renewals ensuring all documents are prepared, signed, distributed and processed meeting deadlines in accordance with Florida State University 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. Receives items in OMNI and processes invoices for payment. Communicates directly with vendors and sales representatives during the procurement process.

Provides administrative and secretarial support to the Associate Dean and Assistant Dean. Exercises judgment in screening and referring visitors, phone calls and inquiries. Resolves problems or routes to appropriate personnel. Routes mail and e-mail after initial review. Composes letters and memoranda for routine matters. Drafts memorandums and other correspondence requiring action by the Associate Dean and Assistant Dean. Proofreads and reviews the accuracy of letters, memoranda or reports written for the Associate Dean and Assistant Dean. Collects and prepares background materials for meetings and conferences. Manages the Associate Dean's and Assistant Dean's calendars to include scheduling appointments, meetings and events, invitations and logistical planning maintaining close communication with the Associate Dean and Assistant Dean. Maintains data, completes special projects and gathers research and information for reports. Assists the Associate Dean with administrative processes to include gathering of data for annual evaluations, AOR's, completion of FACET reporting, faculty development records, annual reports, recruitment and hiring, and time and leave processes. Provides direct assistance to the Assistant Dean in support of AAMC committee memberships.

Coordinates the annual Medical School Performance Evaluation (MSPE) process in which all COM medical students apply for residencies throughout the United States. Works with six Regional Campus Deans to obtain required information for each student, proofs and edits. Works with COM OIT to download all information into correct formatting. Assists the Associate Dean in the compilation of all materials for each student, the student review process and final modifications prior to submission through the national Electronic Residency Application Service (ERAS).

Serves as the travel representative for the Division of Student Affairs and Admissions (DSAA). Processes and submits all travel authorizations, gathers documentation and submits travel reimbursements. Makes all necessary travel arrangements to include hotel, flights, car rentals, conference registrations, etc. for DSAA faculty and staff within the Division in accordance to the Florida State University policies and procedures ensuring travel arrangements and reimbursements are processed in a timely manner. Ensures proper signature, filing and distribution of all travel documents.

Assists with planning and arranging division events to include White Coat, Orientation, 2nd Look, Graduation, Mini-Match, Match Day and White Coat Ceremony meetings and other events. Responsibilities include making arrangements for venue, coordinating with event catering, PowerPoint presentations and program production, follow-up with vendors ensuring purchase orders or payment arrangements are in place and other assignments as needed. Directs students with event planning processes and procedures, making sure all appropriate steps and protocols are adhered to. Runs occasional errands in support of events and COM business activities requiring the operation of a motor vehicle.

Serves as immediate supervisor over the Program Associate and OPS positions. Coordinates activities of staff, trains, conducts performance reviews and manages time and leave entry process. Promotes an atmosphere of teamwork in accomplishing the mission and goals of the Division of Student Affairs and Admissions to include participating in the delivery of support services for special projects, scheduled events or in meeting key department deadlines. Performs administrative tasks to include facilities requests, room reservation requests and ensuring the copier and printers are in working order (i.e., filled with paper, copier supplies ordered, and reporting problems to Campus Services). Responsible for mail distribution within the DSAA and handling of Fed-Ex mailings.

Qualifications
  • Bachelor's degree and four years of experience; or a high school diploma/equivalent experience equal to eight years. (Note: post-high school education may substitute for experience at the equivalent rate.)
  • Experience in communicating effectively, verbally and in writing.
  • Experience in establishing and maintaining effective working relationships.
  • Experience in preparing and monitoring budget information.
  • Experience in prioritizing, organizing and performing multiple work assignments simultaneously.
  • Ability to evaluate process effectiveness and develop changes or alternatives.
  • Ability to provide leadership and direction in programmatic, budgetary, and operational functions.
  • Experience with Microsoft Excel, Word and Outlook or comparable software.
  • Valid Florida or Georgia Driver's License or the ability to obtain prior to hire.
Preferred Qualifications
  • 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.
  • Experience in developing and implementing policies, procedures, goals, and objectives.
  • Experience in gathering, interpreting, reporting, and/or editing information.
  • Experience in conducting audits and investigations.
  • Experience in meeting project deadlines.
  • Experience in performing basic mathematical calculations.
  • Experience in compiling, reviewing, and reconciling data for accuracy, completeness, and compliance.
  • Experience in training and supervising employees.
  • Experience in utilizing problem solving skills.
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

Starting salary of $50,000 commensurate with education and experience.

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.

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.

Considerations

This is an A&P position.

This position requires successful completion of a criminal history background check.

This position is being advertised as open until filled.

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.

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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