ITS Administrative Lead Representative

Job Title: ITS Administrative Lead Representative
Location: Tallahassee, FL
Regular/Temporary: Regular
Full/Part Time: Full-Time
Job ID: 63568
Department

This position is within FSU’s Department of Information Technology Services (ITS)

Information Technology Services (ITS) serves as Florida State University’s unified, central technology organization. We support a community of over 50,000 students, faculty, staff, alumni, and retirees, providing the core digital foundation that enables the university to teach, learn, research, and operate at scale.

Responsibilities

Responsible for serving as a resource and quality control checkpoint for human resources actions initiated by ITS supervisors. As a subject matter expert (SME), provides information to the FSU Immigration Associate General Counsel to complete Labor Condition applications. Responsible for the ITS intern program appointments.

Provides guidance and assistance to ITS, ERP, NWRDC, SDC, and FLVC hiring managers and employees regarding human resources policies and procedures. Serves as an operations and coordination checkpoint for human resources actions initiated by ITS supervisors. Verifies, reviews, researches, and analyzes HR requests to ensure action items are listed in trackers, information is up to date, and reports are clear and concise. This position collaborates with the Senior Administrative Specialist to review federal, state, and university policies and ensure that departmental procedures related to human resources actions comply. Assists in developing departmental business procedures and long-term planning to ensure departmental goals and objectives are met. Assists in developing and providing training for new departmental HR Representatives. This position regularly communicates with the Office of Human Resources to resolve issues.

As a subject matter expert, manages and oversees the proper processing of information to the FSU Immigration Associate General Counsel to complete a Labor Condition application. Interprets University policies and provides recommendations based on knowledge of the ITS organization's business administrative objectives and activities. Initiates the requests for H-1B temporary professional worker petitions to the FSU Immigration Associate General Counsel and RAMP processing. Compiles and submits the appropriate documentation and fees to the Office of the

General Counsel on behalf of international faculty, researchers, and professional staff employed by the university. Responsible for securing and processing foreign national documents for new hires, as well as processing I-9 re-verification documents for current employees. Monitors the Visa status of current foreign national employees to ensure timely processing for Visa renewal and avoid a lapse in employment. Works closely with the Office of the General Counsel to ensure ITS compliance with Immigration University policies.

Responsible for the oversight of the ITS intern program appointments. Coordinates with the appropriate department managers and University associates to ensure student documents are processed for interns, hours are properly monitored, and corresponds with supervisors on intern processing and procedures. Coordinates with the ITS.

Intern Program Manager, responsible for monitoring and tracking the hours worked by interns to ensure funding is charged against appropriate funding sources.

Responsible for processing ITS, ERP, ITS Campus, NWRDC, SDC, and FLVC personnel transactions, including recruiting, hiring, new employee paperwork, I-9 submissions, job opening packets, position description changes/updates, termination, performance evaluations, family medical leave, assistance with preparation and classification of job descriptions, and workers' compensation. Responsible for pulling and compiling the department's Actives and Cost Center reports in collaboration with the HR Reps overseeing the time entry processing. Responsible for researching and initiating processes required to correct errors and ensure proper payroll payments. In the Senior Administrative Specialist's absence, the workflow will be assigned to Program Associate colleagues.

Responsible for the oversight and management of ITS HR records, which include supervising and directing the OPS employees responsible for providing clerical assistance to ITS Fiscal Operations (HR), such as filing secure and confidential employee information, and other special projects, as assigned. Maintains knowledge of federal and state laws, university regulations, and ITS policies related to FSU Human Resources to ensure the department is effective, compliant, and consistent in HR matters, recommending guidelines for improved effectiveness, as necessary.

Qualifications

A Bachelor's degree and two years of experience or a high school diploma or equivalent and six years of experience. (Note: or a combination of post-high-school education and experience equal to six years.)

Preferred Qualifications

Previous experience in human resource action transactions and/or processing.

Knowledge of and the ability to interpret and apply related University policies, procedures, principles, and practices.

Previous experience in a Florida State University OMNI system or PeopleSoft.

Other Information

Our department delivers secure, reliable, and user-centered technology services across all academic, administrative, and research environments. Following FSU’s technology alignment initiative, ITS now encompasses technology teams across colleges, departments, and specialized units, creating a more consistent, efficient, and collaborative technology ecosystem for the entire university.

Together, we are building a modern, people-first technology organization that supports FSU’s long-term goals in innovation, research growth, and student success.

Helpful

Who is an ideal candidate for this position?

You’re known as a problem-solver and a go-to person for sound advice. You work well under pressure and think quickly on your feet - remaining calm and professional. You’re able to see the big picture and the small details without much effort. Discretion comes naturally to you, and going “above and beyond” is not just a catchphrase; it’s what you do. You’re able to connect with people across various backgrounds. You can balance compliance and customer service. You can easily engage with others, be assertive, and be diplomatic at the same time. This position takes a unique skill set. Good communication skills are a must.

What is a typical day in this position?

No two days are the same. One day, you may be assisting a supervisor with their job posting. Next, you may be assisting in reviewing time sheets or assisting an employee in completing the time sheet accurately. Let’s be honest this role is challenging. But along with the challenges comes the reward of resolving conflicts and helping to foster a positive and productive work environment.

What can I expect in the first 60-90 days?

Your first few weeks will be getting up to speed on all things FSU HR, our policies, procedures, and what is expected of you. You’ll also spend time shadowing other Program Associates on processes, so you understand how to manage and process assignments. There’s on-the-job training, but you’ll need to bring your previous experience and skills to the table. Previous experience in human resource processing is very helpful, and we’ll spend time transferring those previous skills to this role.

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 and encourages creativity. 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 Florida State University and our campuses.

FSU Total Rewards

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

Use our FSU Total Compensation Calculator 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 through the FSU Careers site (jobs.fsu.edu). If you are a current FSU employee, apply through 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.

Equal Employment Opportunity

FSU is an Equal Employment Opportunity Employer.