Administrative Specialist - UBA/Herbert Wertheim College of Business

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 organizations 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 Bachelors 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 nations 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.