Program Associate - UBA / Dedman College of Hospitality

Florida State University•Tallahassee, FL

30d

About The Position

Responsible for administrative and transactional support for the Dedman College of Hospitality (DCH) handling HR transactions and providing operational office support. Serves as the HR Departmental Representative for the Dedman College of Hospitality. Processes transactional activities including recruiting, hiring, terminations, personnel actions, and position description updates. Assists new employees with onboarding, completes I-9 forms, and submits all supporting documentation to complete hiring processes and separation. Maintains departmental tracking spreadsheets and monitors HR transactions for accuracy and completion. Monitors time approvals, verifies actives, cost center reports and payroll certifications utilizing departmental backup documentation. Prepares routine faculty contracts and supports the entry of Assignment of Responsibility forms and effort certifications. Attends HR and administrative meetings to stay informed of University updates. Shares relevant information with College leadership and staff. Provides guidance on routine administrative matters and refers complex issues to senior personnel. Provides administrative operational support for the DCH office, including maintaining calendars, scheduling rooms, responding and providing information to faculty and staff, submitting facilities work orders, managing and ordering supplies, and mail. Assists in making recommendations on office operational needs to include equipment, workflow, staffing, and materials. Assists with scheduling and oversight of OPS and Federal Work Study (FWS). Supports purchasing activities utilizing a University p-card, to include but not limited to Faculty Data Collection fees, conference sponsorships and HR external advertising in accordance with established guidelines. Handles office key security and card swipe building access. Coordinates the collection of syllabi and faculty evaluation materials and assists with scheduling faculty meetings. Helps disseminate University and Dean's Office communications by following established procedures. Maintains records and data for the College, ensuring accuracy and compliance with retention policies. During peak times assists with purchasing, travel, and accounts payable functions. Assists with initiating requisitions, submitting travel authorizations and reimbursements, and tracking invoices through completion. Ensures transactions are processed accurately and in compliance with University policies and refers complex issues to designated staff for resolution. The Dedman College of Hospitality at Florida State University is a nationally recognized leader in hospitality education, blending academic excellence with real-world experience. We prepare future industry leaders through innovative programs, hands-on learning, and a collaborative culture. As a University Business Administrator, you'll ensure smooth operations and exceptional service across the college. This role combines HR expertise with administrative support, assisting faculty and staff while contributing to the success of our programs. Join a collaborative team in a vibrant academic setting where your organizational skills and attention to detail make a real impact. If you thrive in a fast-paced environment and enjoy supporting others, we invite you to bring your talents to the Dedman College of Hospitality.

Requirements

A high school diploma or equivalent and four years of experience.
(Note: post high-school education and/or experience may substitute at a comparable rate.)

Nice To Haves

Bachelor's degree or higher in Business, Hospitality, or a closely related field, and prior experience working within a higher education setting.
Proficiency with OMNI/PeopleSoft systems and possess a strong grasp of university policies, procedures, principles, and practices, with the ability to interpret and apply them effectively in a professional context.

Responsibilities

Serves as the HR Departmental Representative for the Dedman College of Hospitality.
Processes transactional activities including recruiting, hiring, terminations, personnel actions, and position description updates.
Assists new employees with onboarding, completes I-9 forms, and submits all supporting documentation to complete hiring processes and separation.
Maintains departmental tracking spreadsheets and monitors HR transactions for accuracy and completion.
Monitors time approvals, verifies actives, cost center reports and payroll certifications utilizing departmental backup documentation.
Prepares routine faculty contracts and supports the entry of Assignment of Responsibility forms and effort certifications.
Attends HR and administrative meetings to stay informed of University updates.
Shares relevant information with College leadership and staff.
Provides guidance on routine administrative matters and refers complex issues to senior personnel.
Provides administrative operational support for the DCH office, including maintaining calendars, scheduling rooms, responding and providing information to faculty and staff, submitting facilities work orders, managing and ordering supplies, and mail.
Assists in making recommendations on office operational needs to include equipment, workflow, staffing, and materials.
Assists with scheduling and oversight of OPS and Federal Work Study (FWS).
Supports purchasing activities utilizing a University p-card, to include but not limited to Faculty Data Collection fees, conference sponsorships and HR external advertising in accordance with established guidelines.
Handles office key security and card swipe building access.
Coordinates the collection of syllabi and faculty evaluation materials and assists with scheduling faculty meetings.
Helps disseminate University and Dean's Office communications by following established procedures.
Maintains records and data for the College, ensuring accuracy and compliance with retention policies.
During peak times assists with purchasing, travel, and accounts payable functions.
Assists with initiating requisitions, submitting travel authorizations and reimbursements, and tracking invoices through completion.
Ensures transactions are processed accurately and in compliance with University policies and refers complex issues to designated staff for resolution.