Department
University Business Administrators - College of Fine Arts - School of Theatre
Responsibilities
Responsible for coordinating the operational aspects of travel, procurement, and serves as an administrative representative for the School of Theatre.
- As the Travel Rep for Theatre trains faculty and staff in Concur to ensure travelers are up to date and aware of policies, procedures and business processes. May act as a delegate to prepare travel requests, expense reports, and expense reimbursements. Works with staff, faculty, students and visiting artists on travel assisting with lodging, airfare, rental car and conference fee arrangements. Enters travel, mileage, and reimbursement reports in Concur. Obtains receipts and processes expense reimbursements to ensure compliance with state and university policies and procedures. Utilizes a T-Card for direct payment of travel expenses. Coordinates travel and registration for faculty participation in recruitment programs, and tracks disbursement of departmental travel grants. Ensures sound internal controls and compliance by monitoring travel activities using queries & reports. Ensures policies, procedures, and guidelines for travel are adhered to. Initiates and tracks travel authorizations, expense reports, ensures appropriate budget account is indicated, and ensures travel operating policies and procedures are followed. Works with Central Travel Department to resolve issues.
- Responsible for providing customer service and referral assistance to internal and external constituents as the primary point of contact in the Theatre Main Office. Provides phone, email, and in-person service and referral assistance. Maintains front desk coverage and supports daily office operations. Oversees departmental copier access codes and print limits. Executes high-level administrative support to the School Director and Chair. Develops, documents, and implements office procedures to support efficient operations and continuity. Serves as recording secretary for Strategic Management Team meetings. Books and manages non-academic room reservation calendars for faculty and staff, including the calendar for the Degen Conference Room, and coordinates with Classroom Support and the Office of the Registrar to book non-Theatre spaces for non-academic use.
- Manages the procurement of goods and services for the School of Theatre using purchase orders, purchasing card (p-card), and ePRF systems as appropriate. Receives and receipts goods and services in OMNI, oversees requisitions and purchase orders from initiation through closure, and maintains an organized inventory of office supplies for faculty and staff. Processes ePRFs and tracks payments for visiting artists, monitoring transactions to ensure accuracy and policy adherence.
- Responsible for coordinating searches for new faculty and staff. Arranges travel for candidates, including airfare, transportation, and lodging. Synchronizes candidate interviews, visit schedules and itineraries. Responsible for gathering documents from candidates required for human resource pre-employment check. Maintains calendars for School of Theatre Director and Chair as it relates to candidate interviews. Serves as a central point of contact for candidates during the interview process. Keeps academic records for both faculty and staff in both Tallahassee and Asolo locations, including Promotion & Tenure nominations, annual and peer reviews, AORs, EOPs, and curriculum requests in support of departmental employment administration and human resources processes. Assists faculty gathering documents needed for P&T binders and processes. Serves as a point of contact with the Office of Faculty Development and Advancement for faculty awards and coordinating faculty member service on university level committees.
- Coordinates the Facilities/Maintenance needs for the School of Theatre. Receives and inputs work order requests from faculty and staff, including special cleaning requests, table/chair rental requests for School of Theatre events, etc. Tracks work order progress and keeps relevant parties updated on work order status.
Qualifications
High school diploma or equivalency and four years experience or a combination of post high school education and experience equal to four years.
Preferred Qualifications
The preferred candidate will demonstrate strong attention to detail, excellent customer service skills, and the ability to effectively manage multiple priorities in a fast-paced environment. The ideal candidate should also possess strong computer and technology skills, with the ability to learn and utilize various software applications while providing professional and responsive support to customers.
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!
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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.
Veterans Preference
Certain service members and veterans, and the spouses and family members of such service members and veterans, Certain service members and veterans, and the spouses and family members of such service members and veterans, receive preference and priority, and certain service members may be eligible to receive waivers for post secondary educational requirements, in employment by the state and its political subdivisions and are encouraged to apply for the positions being filled. Veterans Preference applies to University Support Personnel System (USPS) positions only.
IMPORTANT: To claim Veterans Preference, select "yes" to the question on the application questionnaire and upload a DD-214 (or equivalent), the Veterans Preference Certification form, and other documentation if applicable with your online application before midnight of the position closing date.
Click the links for Veterans' Preference eligibility requirements and Veterans' Preference required documentation (PDF), or call FSU Human Resources at (850) 644-6034.
Considerations
This is an USPS (University Support Personnel System) position.
This position requires successful completion of a criminal history background check.
Equal Employment Opportunity
FSU is an Equal Employment Opportunity Employer.