Higher-Ed HR & Faculty Administration Specialist

Florida State University; Tallahassee (FL); On-site; USD 42,000 - 65,000; Full time

Job summary

Florida State University in Tallahassee is seeking an Administrative Specialist to support faculty personnel processes within the Herbert Wertheim College of Business. The role collaborates with the Assistant Director on recruitment, onboarding, and employment actions, while ensuring compliance with university policies and timelines.

Responsibilities include maintaining faculty records, providing guidance to supervisors, and supporting USPS and A&P personnel actions.

Qualifications

• Bachelor's degree and two years of experience; or a high school diploma or equivalent and six years of experience.

Responsibilities

• Serves as the primary administrator for faculty personnel processes within the HWCOB, liaising between the college and its campus partners.
• Coordinates in consultation with the Assistant Director on faculty recruitment, RAMP screening, work authorization processes, appointments, reappointments, onboarding, assignments of responsibilities (AOR), FACET reporting, annual evaluations, promotion and tenure, post-tenure review, sabbaticals, leave requests, overloads, and other faculty employment actions.
• Interprets University policies and provides recommendations based on knowledge of the organization's business administrative objectives and activities. Ensures compliance with university regulations, collective bargaining agreements, policies, procedures, and deadlines.
• Maintains faculty personnel records and prepares required documentation and reports. Serves as a resource to college staff, faculty, and administrators regarding faculty personnel procedures.
• Provides shared transactional support for USPS and A&P personnel actions across the HWCOB.
• Collaborates with departmental team members to coordinate recruitment, hiring, onboarding, personnel transactions, evaluations, leave administration, funding changes, position updates, separation processes, and related duties.
• Provides guidance to supervisors, interpreting and applying university HR policies and procedures. Refers complex policy interpretation issues to the Assistant Director as appropriate.
• Ensures personnel documentation is processed accurately and timely. Provides backup support for faculty personnel administration functions.
• Maintains departmental personnel records and tracking systems, monitors personnel deadlines, and prepares reports and documentation.
• Tracks departmental HR transactions throughout the workflow cycle, providing timely status updates and advising staff and supervisors on required actions, next steps, and appropriate procedures.
• Serves as a key resource and quality control checkpoint for departmental HR transactions initiated by supervisors, ensuring accuracy, policy alignment, and adherence to established standards.
• Utilizes myFSU BI to generate cyclical HR Actives and cost center reports, reconciling appointments, compensation levels, and funding distributions to maintain data integrity. Prepares payroll certification documentation and HR Actives reports for leadership review, providing critical support in validating payroll accuracy and ensuring compliance with internal controls and audit requirements.

Education

Bachelor's degree

Job description

Florida State University in Tallahassee is seeking an Administrative Specialist to support faculty personnel processes within the Herbert Wertheim College of Business. The role collaborates with the Assistant Director on recruitment, onboarding, and employment actions, while ensuring compliance with university policies and timelines.

Responsibilities include maintaining faculty records, providing guidance to supervisors, and supporting USPS and A&P personnel actions.