Administrative Specialist - UBA/Division of Enrollment Management

Job Details

Job Title: Administrative Specialist - UBA/Division of Enrollment Management

Location: Tallahassee, FL

Regular/Temporary: Regular

Full/Part Time: Full-Time

Job ID: 62777

Department: University Business Administrators - Division of Enrollment Management

Responsibilities

Position is responsible for the coordination and administration of human resource (HR) transactional functions within the Division of Enrollment Management. Responsible for processing FWS employee appointments to include job offers, launching of Onboarding, the submission of appropriate documents and load to OMNI HR for the university wide Work Study Program.

• Responsible for the workflow of HR transactions for the Division of Enrollment Management (EM). Processes all personnel actions such as recruiting, hiring, onboarding, terminations, position description changes/updates, funding and supervisory changes, evaluations, and records retention. Primary contact for new/transfer employees, facilitating new hire paperwork process and coordinates with departmental specialist across campus to ensure the smooth transition of transfer or dual compensation employees.
• Provides support, advice, and guidance to hiring managers to ensure a smooth recruitment process. Maintains departmental personnel files and executes the division’s retention and destruction of records in compliance with Federal, State and University laws, policies, and guidelines. Serves as the division’s I-9 administrator and notary public. Serves as the FACET representative for EM.
• Responsible for processing university wide Work Study Program employee appointments to include job offers, launching of Onboarding, the submission of appropriate documents and load to OMNI HR for the university wide Work Study Program. Works with departmental representatives to ensure data integrity and accuracy for all appointment paperwork. Partners with the Work Study Program staff to aid in the development and enhancement of work study appointment process. Assists with the coordination of university wide work study appointment processes job aids and training.
• Interprets and communicates policies to internal stakeholders and makes recommendations to senior leadership that support the missions and initiative of administrative functions within the division. Prepares, updates, and coordinates special reports, reviews and/or correspondence for human resource activities. Ensures a sound environment of internal controls and compliance by monitoring and reviewing the HR transactional processes.
• Responsible for biweekly actives reports, payroll cost center reports and payroll certifications. Initiates necessary action for timely resolution of any errors. Oversees time entry status and spearheads communication with employee-supervisor for the timely entry, review, and approval over time and leave in order to ensure accuracy and compliance with university standards.
• Serves as back up to the Travel/Purchasing Representative and assists with processing travel requests, expense reports, and purchasing requests for Enrollment Management. Assists with producing financial reports for the Assistant Director for Finance and Administration. Assists with special projects and assignments as needed that align with the goals and objectives of Enrollment Management.

Qualifications

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.)

Preferred Qualifications

• Attention to detail and the ability to communicate through both written and oral interactions.
• Ability to excel in customer service while managing multiple tasks efficiently in a fast-paced environment.
• Strong critical thinking skills to analyze situations and make sound decisions.