This job has closed.

Florida State University · 1 day ago

Administrative Specialist, Career Center - UBA / Student Affairs

Tallahassee, FL

Full-time

Onsite

Entry, Mid Level

2+ years exp

Florida State University is one of the nation's elite research universities, and they are seeking an Administrative Specialist for their Career Center. The role involves coordinating human resources activities, overseeing training, and serving as an HR liaison, ensuring compliance with university policies and managing personnel functions.

EducationUniversities

Responsibilities

Responsible for coordinating the Career Center’s human resources transactional activities, processes, and administrative functions

Oversees the training and quality control of departmental HR process 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 InternFSU 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

Qualification

Human Resources ManagementOrganizational SkillsCommunication SkillsPayroll VerificationOnboarding ProcessCustomer ServiceTeam Collaboration

Required

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.)