Administrative Specialist, Career Center - UBA​/Student Affairs

Job Title: Administrative Specialist, Career Center - UBA / Student Affairs

Location: Tallahassee, FL

Regular/Temporary: Regular

Full/Part Time: Full-Time

Job : 61537

Department: University Business Administrators – Career Center

Responsible for coordinating the Career Center’s human resources transactional activities, processes, and administrative functions. Oversees the training and quality control of departmental HR processes and serves as an HR liaison for the Career Center.

• Departmental Human Resources representative responsible for personnel functions including job advertisement, recruitment, appointments, and payroll verification. Maintain the department’s employment records and perform the department’s FACET Certification efforts. Coordinate all aspects of the new employee onboarding process and ensure Career Center employees complete all university and departmental training. Execute the Career Center’s offboarding process for departing staff, faculty, and student employees, and maintain the onboarding policies and checklists.
  
  Interpret university HR-related policy and procedure changes that affect the Career Center and inform the Director of these changes and their effective dates. Responsible for the Career Center's Intern
  
  FSU hiring process.
• Maintains the Master OPS Employee Spreadsheet for the Leadership Team ensuring all appointment dates, wages, funding, and weekly payroll items are correct. Performs the FACET Certification process, distributes Assignment of Responsibilities, and prepares annual contracts for all the department’s faculty employees.
• Serves as primary Purchasing Card (PCard) proxy for Career Center card holders. Ensures the propriety of the payments, compliance with prompt payment, and other applicable laws, policies, and procedures of the State of Florida and Florida State University. Confirms that all P-Card transactions are appropriate and follow University-related guidelines. Provides an accurate description of goods and verifies the budget for the P-Card charges.
  
  Reviews monthly P-Card Statements to ensure that adequate supporting documentation is attached. Maintains monthly reconciliation forms in OMNI signed by the P-Cardholder, Supervisor, and Proxy.
• Trains new Career Center Federal Work Study students on office operations, policies, and procedures. Orients staff to the Career Center’s office procedures and university human resources policies. Oversees, updates and edits the Career Center's HR Dept Office Manual and ensures staff are informed of policy changes.
• Completes projects as assigned by the Associate Director of OVPSA and the Director of the Career Center with respect to employment operations and professional development. Provides backup for the Office Manager, including greeting guests/visitors and answering the main Career Center phone line.

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 ideal candidate excels at managing multiple tasks efficiently through strong organizational and prioritization skills. They must be able to establish and maintain productive working relationships. The candidate should demonstrate strong communication skills, both verbally and in writing.

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!

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