Administrative Specialist (Finance & Administration - College of Medicine)

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 Bachelors 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 Colleges academic and administrative mission.

Contact Info

Selin S. Oliver | Program Director, MED Administrative Services

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.

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.