Administrative Specialist (Level I - IV) - UBA/Controllers Office

Department

University Business Administrators - Controllers Office

Responsibilities

Internal HR & Time Verification

• Serve as the HR Departmental Representative for the Controllers Office at a basic professional level, ensuring departmental actions follow routine university policies.
• Monitor time entry and approvals, and verify bi-weekly payroll reports to ensure accuracy.
• Process routine HR compliance-related forms and maintain confidential departmental HR files.

Onboarding & Staff Development

• Lead the onboarding process for new employees, providing orientation regarding departmental processes, procedures, and deadlines.
• Assist in the development of recruitment and hiring practices and coordinate the routine review and update of position descriptions.

Operational Support & Logistics

• Provide high-visibility administrative support as a backup to the Controllers Office Assistant Director.
• Manage general office administration, including coordinating space for events/training, scheduling appointments, and processing mail.
• Coordinate travel arrangements and manage the archiving or destruction of departmental records in accordance with retention standards.

Fiscal & Procurement Support

• Apply knowledge of procurement policies to process requisitions, purchase orders, ePRFs, and contract renewals.
• Assist in the oversight of the Controllers Office Foundation funds and manage office supply inventory.
• Serve as a proxy on p-card purchases for assigned cards and assist with reconciliation preparation.

Qualifications

The Controller's Office offers career ladders for many of our positions, providing tenured employees with promotional opportunities within their job. The successful candidate will be hired at the most appropriate level of Administrative Specialist I through IV, based on their specific education and experience.

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.)

Helpful

Why This Role Matters to Our Team and Student Success

The Administrative Specialist I provides the precision required to keep the department running without interruption. When our internal operations are efficient, our campus partners can focus on serving students rather than troubleshooting financial hurdles. Ultimately, your work behind the scenes allows academic programs to plan with confidence and students to achieve their goals.

How This Role Supports the Mission

In alignment with the goals of the Controllers Office, the Administrative Specialist I supports the following mission-driven pillars:

• Staff Empowerment: Facilitating the internal departmental actions and HR processes that keep the Controllers team moving forward and focused on their core financial responsibilities.
• Operational Excellence: Maintaining high standards of office administration and records management with supervisory oversight and direction, ensuring compliance within a high-functioning state institution.
• Fiscal Stewardship: Applying basic knowledge of university procurement and accounts payable policies to provide back-end support that safeguards the internal resources used by the Controllers Office.

What We're Looking For

We are seeking an entry-level professional who approaches administrative support with discretion, precision, and a service-oriented mindset. The ideal candidate understands that internal support is the backbone of departmental success and brings a basic professional knowledge of office administration and HR compliance. We need a team member who takes pride in the accuracy of departmental records and who can navigate the nuances of a high-performing professional environment with reliability and care.

Who Thrives in This Role

You will excel in this role if you:

• Find satisfaction in welcoming and onboarding new colleagues to ensure their success from day one.
• Value high levels of accuracy in time entry verification and the auditing of departmental records.
• Thrive in an environment with supervisory oversight and direction, valuing professional guidance while building your expertise.
• Enjoy a role centered on supporting the day-to-day operational needs of financial professionals.
• Stay organized and composed when coordinating complex scheduling, space logistics, and travel arrangements.

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 at $43,000, 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.

Equal Employment Opportunity

FSU is an Equal Employment Opportunity Employer.