Job Title: Administrative Specialist - UBA/Herbert Wertheim College of Business
Location: Tallahassee, FL
Regular/Temporary: Regular
Full/Part Time: Full-Time
Job ID: 63476
Department
University Business Administrators – Herbert Wertheim College of Business
Responsibilities
This position is responsible for managing administrative functions with a primary focus on faculty and a shared focus on USPS and A&P employees within the Herbert Wertheim College of Business (HWCOB), respective schools, departments, programs, and institutes.
Faculty Personnel Administration
- Serves as the primary administrator for faculty personnel processes within the HWCOB, liaising between the college and its campus partners.
- Coordinates in consultation with the Assistant Director on faculty recruitment, RAMP screening, work authorization processes, appointments, reappointments, onboarding, assignments of responsibilities (AOR), FACET reporting, annual evaluations, promotion and tenure, post-tenure review, sabbaticals, leave requests, overloads, and other faculty employment actions.
- Interprets University policies and provides recommendations based on knowledge of the organization's business administrative objectives and activities. Ensures compliance with university regulations, collective bargaining agreements, policies, procedures, and deadlines.
- Maintains faculty personnel records and prepares required documentation and reports. Serves as a resource to college staff, faculty, and administrators regarding faculty personnel procedures.
Staff Personnel Administration
- Provides shared transactional support for USPS and A&P personnel actions across the HWCOB.
- Collaborates with departmental team members to coordinate recruitment, hiring, onboarding, personnel transactions, evaluations, leave administration, funding changes, position updates, separation processes, and related duties.
- Provides guidance to supervisors, interpreting and applying university HR policies and procedures. Refers complex policy interpretation issues to the Assistant Director as appropriate.
- Ensures personnel documentation is processed accurately and timely. Provides backup support for faculty personnel administration functions.
Records, Reporting, and Compliance
- Maintains departmental personnel records and tracking systems, monitors personnel deadlines, and prepares reports and documentation. Tracks departmental HR transactions throughout the workflow cycle, providing timely status updates and advising staff and supervisors on required actions, next steps, and appropriate procedures.
- Serves as a key resource and quality control checkpoint for departmental HR transactions initiated by supervisors, ensuring accuracy, policy alignment, and adherence to established standards.
- Utilizes myFSU Business Intelligence (BI) to generate cyclical HR Actives and cost center reports, reconciling appointments, compensation levels, and funding distributions to maintain data integrity. Prepares payroll certification documentation and HR Actives reports for leadership review, providing critical support in validating payroll accuracy and ensuring compliance with internal controls and audit requirements.
Process Improvement and Administrative Support
- Identifies, recommends, and implements departmental HR process improvement initiatives. Contributes to special projects, communications, and operational support activities.
- Provides cross-training and backup support for other departmental HR functions as needed to ensure continuity of operations and customer service. Other duties as assigned for the HWCOB.
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
- Experience supporting human resources functions in a higher education environment
- Experience coordinating faculty personnel processes or academic employment actions
- Strong organizational, communication, and customer service 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 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.
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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