Program Associate - UBA/Center for Academic Retention & Enhancement (CARE)

Florida State University; Tallahassee (FL); On-site; USD 38,000 - 52,000; Full time

Job summary

Florida State University is seeking an University Business Administrators professional for the CARE Center within the Division of Undergraduate Studies. You will handle financial activities, processing transactions such as P-Card, procurement, scholarships, and travel, serving as the primary fiscal support for SSS and local grants.

You will ensure timely, compliant processing and act as a P-Card proxy. You will manage CARE facilities, room reservations, and vehicle scheduling while supporting

Qualifications

• High school diploma or equivalent with four years' experience or an equivalent combination of post-high school education and experience.
• Experience in university-level administrative or financial processes is preferred.
• Excellent communication and organizational skills are required.

Responsibilities

• Responsible for financial activities and administrative functions for CARE, processing P-Card, Procurement, Scholarship, and Travel transactions; serves as primary fiscal support for SSS and local grant programs.
• Ensure transactions are processed accurately and timely, in compliance with policies; act as P-Card proxy and backup for financial functions within UGS.
• Coordinate administrative functions for CARE facilities and shared resources; act as Property Custodian; manage room reservations and scheduling; oversee department vans and golf carts.
• Assist program managers with project and grant administration; monitor grant expenditures and fund availability; support purchasing, travel, and grant-related transactions; provide reporting and compliance support.
• Provide departmental HR transactional support in coordination with CARE HR; assist with onboarding, documentation, routine HR transactions, personnel actions, and grant stipends.
• Provide administrative support to CARE leadership and staff; coordinate meetings, maintain records, prepare documents, support events and projects, and liaise with University offices and partners.

Skills

Communication

Interpersonal skills

Multitasking

Policy interpretation

Detail orientation

Education

High school diploma or equivalent

Tools

OMNI system

Microsoft Office

Zoom

Job description

Department

University Business Administrators - Division of Undergraduate Studies - Center for Academic Retention & Enhancement (CARE)

Department

University Business Administrators - Division of Undergraduate Studies - Center for Academic Retention & Enhancement (CARE)

Responsibilities

• Responsible for financial activities and administrative functions for CARE. Processes and reviews P-Card, Procurement, Scholarship, and Travel transactions. Serves as the primary fiscal support for the Student Support Services (SSS), and local grant programs.
• Ensures transactions are processed accurately, timely, and in compliance with University, State, and Federal policies and procedures. Serves as a P-Card proxy and as a backup for designated financial functions within the Division of Undergraduate Studies (UGS).
• Coordinates administrative functions related to CARE facilities and shared resources. Serves as the Property Custodian for CARE and the primary point of contact for room reservations and scheduling and manages reservations for department vans and golf carts.
• Assists program managers and coordinators with project and grant administrative needs related to CARE programs. Monitors grant expenditures and fund availability in accordance with reports provided by the Division of Undergraduate Studies (UGS) Business Manager, and assists with purchasing, travel, and other financial transactions associated with grant-funded activities. Provides administrative support for grant-related reporting, tracking, and compliance requirements.
• Provides departmental HR transactional support in coordination with the CARE HR Dept Rep and appropriate University HR offices. Assists with onboarding, required documentation, routine HR transactions, personnel actions, and grant participant stipends.
• Provides administrative support to CARE leadership, faculty, staff, and program personnel. Coordinates meetings, maintains records and calendars, prepares documents and correspondence, and supports department events, special projects, and operational initiatives. Assists with general office administration and coordinates with University offices and internal/external partners as needed.

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

• Ability to communicate effectively with different groups and/or individuals verbally or in writing and in a calm, confident manner with complete objectivity.
• Experience with using the OMNI system, Microsoft Office applications, and Zoom.
• Experience handling multiple work assignments simultaneously and prioritizing based on departmental need.
• Ability to interpret and explain policies, procedures, goals, and objectives to students, parents, faculty, and staff.
• Ability to establish and maintain effective working relationships with students, parents, supervisors, and interdepartmental personnel.
• Attention to detail with a high standard of integrity.

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.

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Considerations

This is an USPS position.

This position requires successful completion of a criminal history background check.

Equal Employment Opportunity

FSU is an Equal Employment Opportunity Employer.