Administrative Specialist - UBA/CMPA

Florida State University; Tallahassee (FL); On-site; USD 42,000 - 64,000; Full time

Job summary

Florida State University in Tallahassee seeks an Administrative Specialist for the UBA/CMPA to support the Dean's Office and CMPA HR functions. You will manage HR processes, onboarding for student workers, and faculty-related administration while coordinating calendars and executive communications.

The role requires a Bachelor's degree with two years of related experience or an equivalent combination and emphasizes detail, customer service, and effective written/verbal communication in a

Qualifications

• Bachelor's degree and two years of experience, or a high school diploma or equivalent with six years of experience.
• Combination of education and experience as specified above is required.

Responsibilities

• Serve as the Department HR Representative for CMPA, interpreting HR policies and coordinating with university policies.
• Coordinate vacancy postings, recruit support, onboarding, and supervision of Federal Work Study students at front desk.
• Handle personnel actions for adjuncts, courtesy faculty, interns, and OPS/salaried positions; assist with faculty promotion processes.
• Support residencies, including artist payments, visiting guest travel, and artist contracting.
• Staff Dean's Office operations: scheduling, minute-taking, agenda setting, and liaison with campus/community stakeholders.
• Act as CMPA Key Manager, Property Custodian, Security Coordinator; back-up for Travel and Purchasing during peak times.
• Assist in planning events such as awards, conferences, retreats, graduations, and other scholarly activities.

Skills

Attention to detail

Customer service

Communication

Multitasking

Critical thinking

Calendar management

Education

Bachelor's degree + 2 years experience

High school diploma + 6 years experience

Job description

Job Title: Administrative Specialist - UBA/CMPA Location: Tallahassee, FL Regular: Regular Full-Time: Full-Time Job ID: 63735

Department

University Business Administrators | College of Motion Picture Arts

Responsibilities

• Responsible for serving as the Department HR Representative for the CMPA, ensuring compliance with all HR policies and procedures. Interprets University policies and provides recommendations based on knowledge of the organization's business administrative objectives and activities. Serves as I-9 Coordinator and Notary Public for the CMPA.
• Oversees and coordinates vacancy postings and recruitment, and provides support to CMPA search committees in coordinating and conducting interviews and hires. Responsible for onboarding and day-to-day supervision of Federal Work Study students who manage the front desk reception area and visitor log. Provides administrative support for faculty affairs and faculty processes.
• Coordinates and completes personnel actions for all adjuncts, courtesy faculty, CMPA student drivers, interns, graduate assistants, and other OPS/salaried positions. Coordinates administrative processes related to faculty promotion.
• Provides support for residencies, including artist payments, visiting guest travel, and artist contracting.
• Serves as the primary administrative professional support for the Dean. Responsible for day-to-day administrative operations in the Dean's Office for the College of Motion Picture Arts (CMPA). Contributes to the team by scheduling meetings, talking minutes, setting agenda items. Works to fulfill the College's goals, deadlines, and objectives and assists with the implementation of approved College initiatives, projects, and administrative processes in collaboration with the Dean and Associate Deans.
• Serves as the first point of contact for the Dean and as a liaison to campus and community stakeholders to include university leaders, directors, faculty, staff, alumni, donors, and community partners. Exercises judgment in screening and referring visitors, phone calls, and inquiries. Reviews correspondence on behalf of the Dean for completeness and accuracy.
• Serves as CMPA Key Manager, Property Custodian, Security Coordinator, and coordinates facility maintenance and repair requests. Serves as the backup departmental representative for Travel and Purchasing during peak times.
• Provides support in planning and coordination of special events, such as awards ceremonies, conferences, annual and semesterly college retreats and meetings, graduation ceremonies, college project events, and other scholarly events.

Qualifications

A Bachelor's 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.)

Preferred Qualifications

• Proficiency in performing accurately in a detail oriented environment.
• Ability to demonstrate quality customer service.
• Ability to communicate effectively verbally and in writing.
• Ability to multi-task and assess priorities.
• Ability to demonstrate critical thinking based upon data, information, and ethics.
• Ability to coordinate and manage calendars.

Helpful

The College of Motion Picture Arts is seeking a highly organized, proactive, and solutions-oriented professional to serve as the Dean's Executive Assistant and Department HR Representative. This pivotal role supports the daily operations of the Dean's Office while overseeing a broad range of human resources, administrative, faculty affairs, and special projects functions that are essential to the success of the College. The ideal candidate is a self-starter and critical thinker who takes initiative, anticipates needs, exercises sound judgment, and thrives in a fast-paced, collaborative environment. Working closely with the Dean, Associate Deans, faculty, staff, students, alumni, donors, and community partners, this individual will lead key administrative processes, coordinate strategic initiatives, manage executive communications and operations, and help advance the College's goals through exceptional organization, professionalism, and independent problem-solving. This position requires a confident professional who identifies opportunities, develops solutions, and serves as a trusted partner in supporting the mission and growth of the College of Motion Picture Arts.

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.

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.

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.