Administrative Specialist - UBA/College of Communication & Information

University Business Administrators - College of Communication & Information

This position supports the Dean's office with essential administrative support and guidance to faculty, staff, and students. This position is a forward-facing team member of the College of Communication & Information, Dean's Office within the University Business Administrators (UBA) Program. This position serves the department with Human Resources related functions and serves as the primary contact for international hires.

• Responsible for the College's Faculty, Staff, OPS, and FWS employees' personnel actions including reappointing, position description changes/updates, terminations, recruiting, hiring, new employee paperwork, I-9 submissions, job opening packets, performance evaluations, and family medical leave Guides in the development of new or revised position descriptions. Assists with preparation of classification/compensation requests, faculty and staff contracts, courtesy appointments, and citizenship processing. Serves on hiring committees.
• Maintains an open line of communication between departments to help facilitate appointment processes. Interprets University policies and provides recommendations based on knowledge of the organization's business administrative objectives and activities. Advises and trains designated department employees in each school on appointment/funding information and international hiring processes. Facilitates process and departmental communication. Provides Human Resource queries and reports as requested by administration. Maintains departmental personnel files in compliance with Federal, State, and University laws, policies, and procedures. Researches and implements ways to improve workflow. Contributes to the development and implementation of goals, objectives, policies, procedures, and staffing. Assists in planning and coordinating trainings, meetings, events, and projects within CCI and UBA team members.
• Serves as a resource person and quality control checkpoint for human resources actions initiated by College and Schools supervisors. Ensures a sound environment of internal controls and compliance by initiating, monitoring, and reviewing HR transactions to completion and resolves outstanding items. Provides regular workflow status updates and advises staff and supervisors regarding the status of human resources transactions. Confers with FSU Human Resources as needed. Monitors and notifies departments of new faculty to be entered into the ICS system. Participates in related projects as assigned.
• Manage RAMP submissions and foreign influence screening on impacted new and current employees. Assist with immigration paperwork for visas. Keep up to date on changes in policies and procedures relating to foreign national processes.
• Monitors weekly time entry status for accuracy and facilitates corresponding employee-supervisor time entry review and approval processes to ensure compliance with University standards. Uses My FSU Business Intelligence (BI) to cyclically generate cost center reports to reconcile appointments and compensation levels. Troubleshoots any errors and determines corrections needed. Prepares, gathers signatures, and maintains payroll certification approval documentation.

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.)

The preferred candidate will demonstrate exceptional attention to detail, strong customer service skills, and the ability to communicate effectively through both written and verbal communication. The ideal candidate will be able to manage multiple priorities in a fast-paced environment, exercise critical thinking and sound judgment, and maintain a high level of professionalism while delivering quality service and support.

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 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.

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.

This is an A&P position.

This position requires successful completion of a criminal history background check.

FSU is an Equal Employment Opportunity Employer.