Edtech.com's Summary

Florida State University is hiring an Administrative Specialist for the College of Medicine. The role involves managing faculty and staff employment processes, coordinating personnel transactions, maintaining accurate personnel records, and supporting faculty development and advancement within the college.

Highlights

Acts as primary administrative resource for assigned departments, facilitating employment and personnel processes.
Processes and tracks salary adjustments, position updates, and related personnel actions.
Supports faculty appointments, evaluations, promotions, tenure, and related advancement procedures.
Coordinates recruitment, hiring, onboarding, funding changes, and separations.
Maintains and reconciles personnel records for compliance and accuracy across systems.
Assists with faculty reporting requirements including FACET and Assignment of Responsibility.
Engages in process improvement projects and develops standardized administrative procedures.
Collaborates with departmental and college leadership and university offices for consistent service delivery.
Requires Bachelor’s degree with two years’ experience or high school diploma with six years’ experience; preferably experience in HR or higher education administration.
Proficient in Microsoft Office, especially Excel, and experience with SharePoint or similar platforms; starting salary in the low to mid $40,000s range.

Administrative Specialist (Finance & Administration - College of Medicine) Full Description

Administrative Specialist (Finance & Administration - College of Medicine)

Job ID

63761

Location

Hybrid

Full/Part Time

Full-Time

Regular/Temporary

Regular

Department

FSU College of Medicine - Administrative Services

The Office of MED Administrative Services provides centralized administrative support, operational leadership, and expertise to the academic departments and programs within the Florida State University College of Medicine. Working collaboratively with faculty, staff, departmental leadership, and College and University administration, the office supports a broad range of functions, including recruitment and employment actions, faculty development and advancement, position description/salary change administration, personnel reporting, regulatory compliance, and organizational operations. Through consistent processes, data-informed decision-making, and a commitment to service excellence, MED Administrative Services promotes operational efficiency, accuracy, compliance, and alignment with the strategic priorities of the College and the University.

Responsibilities

Serve as a primary administrative resource for assigned departments, building effective working relationships and coordinating faculty and staff employment processes.
Processes, tracks, and documents position and salary-related transactions including salary adjustments, position updates, incentives, sign-on bonuses, and other approved actions.
Supports faculty development and advancement processes, including appointments, evaluations, promotion and tenure, reappointments, post-tenure reviews.
Coordinates and tracks personnel transactions, including recruitment, hiring, onboarding, funding changes, and separations.
Maintains and reconciles personnel records across University and College systems to ensure accuracy, compliance, and timely processing.
Assist with FACET, Assignment of Responsibility (AOR), instructor funding, and other faculty and administrative reporting requirements.
Supports process improvements, special projects, and the development of standardized administrative procedures.
Collaborates with departments, College leadership, and University offices to resolve administrative issues and promote responsive, consistent service delivery.

Qualifications

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

Preferred Qualifications

Experience in human resources administration, employment processes, faculty development and advancement processes, or related administrative functions, preferably in higher education.
Strong organizational, communication, interpersonal, and problem-solving skills, with a commitment to service excellence.
Demonstrated ability to build and maintain effective working relationships, collaborate across departments, and support a variety of stakeholders.
Experience maintaining, reviewing, and reconciling personnel or administrative data to ensure accuracy and compliance.
Proficiency in Microsoft Office applications, particularly Excel, and experience with SharePoint or similar collaboration platforms.
Demonstrated ability to manage competing priorities, meet deadlines, and maintain accuracy and attention to detail.
Ability to exercise sound judgment, maintain confidentiality, and adapt to changing priorities in a collaborative environment.

Helpful

The FSU College of Medicine Administrative Services seeks a collaborative, detail-oriented, and service-focused Administrative Specialist to support faculty development and advancement processes, employment administration, reporting, compliance, and process improvement activities. This position works closely with departments and College leadership to coordinate administrative processes, interpret University policies, maintain records, and support the College's academic and administrative mission.

Contact Info

Selin S. Oliver | Program Director, MED Administrative Services

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 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.

Anticipated Salary Range

Starting salary: Low to mid $40,000’s, commensurate with education and experience.

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.

This position is based in Tallahassee, FL and is eligible for a hybrid work schedule.

Equal Employment Opportunity

FSU is an Equal Employment Opportunity Employer.

Let me find your next job.

Thanks - you're signed up.

Administrative Specialist (Finance & Administration - College of Medicine)

Edtech.com's Summary

Administrative Specialist (Finance & Administration - College of Medicine) Full Description

Senior Recruiter

Human Resources and Recruitment Coordinator

Associate Director of Employer Relations & Partnerships - The Career Center

Sr. HR Business Partner (KCG)

Temporary HR Generalist