Administrative Specialist - UBA / College of Social Sciences and Public Policy (Multiple Vacancies)

Florida State University•Tallahassee, FL

36d

About The Position

This position is responsible for the administrative, operational, and fiscal activities for the College of Social Sciences and Public Policies. Responsible for processing new hires and rehires through FSU's recruitment, onboarding portals, ePAF and Mass appointment processes. Provides administrative support to the department chair and other committee chairs related to applicant work history, education, training, and job skills. Processes appointments, monitors active employee lists, certifies payroll, and approves time. Manages the department's new employee process, including department orientation and developing training resources and policies. Coordinates with Academic Program Specialist to ensure Graduate Student appointments are entered correctly. Responsible for the monthly reconciliation and financial reporting of departmental accounts. Accurately maintains and reconciles departmental and subsidiary ledgers with FSU internal accounting system. Researches problems and discrepancies and brings resolution to the issues. Audits the internal accounting system for accuracy and consistency with FSU systems. Interprets University policies and provides recommendations based on knowledge of the department's business administrative objectives and activities. Manages the department SharePoint site for workflow processes. Creates the e-binder for the Promotion and Tenure process for faculty. Inputs the Assignment of Responsibilities (AOR) for faculty each semester. Inputs FACET information for faculty and staff/OPS funded by grants and monitors their completion. Maintains property documentation and tracks inventory. Manages special projects as assigned by the Department Chair and College which may include coordinating events. Responsible for the coordination and oversight of departmental functions. Creates and maintains Standard Operating Procedures, processes, workflows, and manuals that improve departmental effectiveness and efficiency. Collaborates with primary purchasing rep to provide information on the necessary purchases and that these purchases meet FSU, Foundation, ODL, and contracts and grants (as applicable) policies and guidelines prior to initiation of the purchasing activity. Holds a P-Card. Serves as a P-Card Proxy for assigned card holders within the College of Social Sciences. Serves as the SpearMart Contract Manager. Provides back-up support for processing purchases, travel requests, and travel reimbursements.

Requirements

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

Responsibilities

Responsible for processing new hires and rehires through FSU's recruitment, onboarding portals, ePAF and Mass appointment processes.
Provides administrative support to the department chair and other committee chairs related to applicant work history, education, training, and job skills.
Processes appointments, monitors active employee lists, certifies payroll, and approves time.
Manages the department's new employee process, including department orientation and developing training resources and policies.
Coordinates with Academic Program Specialist to ensure Graduate Student appointments are entered correctly.
Responsible for the monthly reconciliation and financial reporting of departmental accounts.
Accurately maintains and reconciles departmental and subsidiary ledgers with FSU internal accounting system.
Researches problems and discrepancies and brings resolution to the issues.
Audits the internal accounting system for accuracy and consistency with FSU systems.
Interprets University policies and provides recommendations based on knowledge of the department's business administrative objectives and activities.
Manages the department SharePoint site for workflow processes.
Creates the e-binder for the Promotion and Tenure process for faculty.
Inputs the Assignment of Responsibilities (AOR) for faculty each semester.
Inputs FACET information for faculty and staff/OPS funded by grants and monitors their completion.
Maintains property documentation and tracks inventory.
Manages special projects as assigned by the Department Chair and College which may include coordinating events.
Responsible for the coordination and oversight of departmental functions.
Creates and maintains Standard Operating Procedures, processes, workflows, and manuals that improve departmental effectiveness and efficiency.
Collaborates with primary purchasing rep to provide information on the necessary purchases and that these purchases meet FSU, Foundation, ODL, and contracts and grants (as applicable) policies and guidelines prior to initiation of the purchasing activity.
Holds a P-Card.
Serves as a P-Card Proxy for assigned card holders within the College of Social Sciences.
Serves as the SpearMart Contract Manager.
Provides back-up support for processing purchases, travel requests, and travel reimbursements.