Senior Administrative Specialist (Florida Center for Prevention Research)

Department

The Florida Center for Prevention Research

Responsibilities

• Responsible for performing administrative professional support services including fiscal, personnel, payroll, purchasing, budget, and others as applicable for the Florida Center for Prevention Research (FCPR). Works as a liaison between FCPR, Institute for Science and Public Affairs (ISPA), and Sponsored Research.
• Interprets and analyzes data and financial information, works closely with the Executive Director, Prevention Program Director, and ISPA Budget Manager to ensure accounts stay within budget. Utilizes discretion and problem solving-skills and makes recommendations to senior management based on knowledge of University's policies and procedures. Assists Executive Director, Prevention Program Director, and ISPA Budget Manager with managing functions to include budget development, analyzing budgets, compiling financial and other reports for FCPR, ISPA, and Sponsored Research. Responds to external and internal financial inquiries related to sponsored funding. Acts as a liaison with departmental accounts in matters of expense and budget control.
• Responsible for procurement processes, in accordance with University policy, as well as all budgetary policy regarding individual sponsors. Procurement activities include but are not limited to creating purchase orders, receiving, accounts payable, service requests, providing sponsors with monthly invoicing and reports when needed. Tracks PCard purchases to specific projects and submits PCard charges to ISPA financial for coding.
• Responsible for monitoring various HR transactional activities to meet the needs of FCPR, ISPA, and Sponsored Research. Coordinates hiring functions, from position creation, advertisement, appointing of new employees, I-9 forms, employee reappointments, cost center reports, time management, and dual compensations. Responsible for maintaining faculty, staff, and OPS files/records.
• Serves as the time and leave coordinator for FCPR. Checks all time approvals to ensure payroll is processed in a timely fashion, checks exceptions for time entry errors and resolves any errors/issues. Responsible for review of HR activities, cost center reports, and payroll certifications. Resolves problems as they arise quickly and efficiently. Assists in other areas as required.
• Responsible for all pre and post award responsibilities in relation to Research Administration Management Portal (RAMP). Tasks include but are not limited to, the input of new funding proposal budgets, and coordinating new awards, continuations, and amendments with Sponsored Research Administration grants specialists.
• Responsible for assisting FCPR faculty and staff with travel arrangements, creating and tracking travel authorizations for FCPR personnel in Concur, producing expense reports, and making sure TCards are processed in a timely manner.
• Works in conjunction with Executive Director and Prevention Program Coordinator in long-range planning of FCPR's fiscal and administrative functions. Provides support to the Executive Director, Prevention Program Coordinator, and Faculty as appropriate. Serve as property manager in regard to racking university property. Serve as the liaison with rental and cleaning companies in regard to office lease and upkeep.

Qualifications

A Bachelor's degree and four years of experience; or a high school diploma or equivalent and eight years of experience. (Note: a combination of post high school education and experience equal to eight years.)

Preferred Qualifications

• Knowledge and experience using FSU Management Systems including OMNI, SpearMart, Concur, RAMP, Human Resources, and Financials.
• Bachelor's Degree in Business, Accounting, Business Management, Human Resources, or Finance.

Contact Info

Bonnie Wertenberger, Prevention Program Director

bwertenberger@fsu.edu

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.

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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 .