Administrative Specialist - Uba/Division Of Enrollment Management

Job Title:Administrative Specialist - UBA/Division of Enrollment Management
Location: Tallahassee, FL
Regular/Temporary: Regular
Full/Part Time: Full-Time
Job ID: 56858
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 Smart 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, monitors, and tracks 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 Smart 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 HR 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

Bachelor's degree and two years of experience or a combination of education and experience equal to six years. (Note: post-high school education can substitute for experience at the equivalent rate.)

Preferred Qualifications

• Attention to detail.
• Critical thinking skills.
• Communication skills.
• Self-starter.
• Organizational skills.
• Time Management 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, encourages creativity, and embraces diversity. 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 our university and campuses.

FSU Total Rewards

FSU offers a robust Total Rewards package. Visit our website to learn more about our Compensation, Benefits, Wellness, Recognition, and Employee Development programs.
Use our interactive tool 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 to Florida State University at https://jobs.fsu.edu. If you are a current FSU employee, apply via 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

An Equal Opportunity/Access/Affirmative Action/Pro Disabled & Veteran Employer.

FSU's Equal Opportunity Statement can be accessed at: https://hr.fsu.edu/sites/g/files/upcbnu2186/files/PDF/Publications/diversity/EEO_Statement.pdf.