Program Manager, Administrative Services - UBA/Department of Mechanical & Aerospace Engineering

Florida State University; Tallahassee (FL); On-site; USD 80,000 - 110,000; Full time

Benefits offered by this job

Total Rewards program

Job summary

Florida State University is seeking a Program Manager for Administrative Services in the UBA/Department of Mechanical & Aerospace Engineering, located in Tallahassee. The role provides operational leadership to the Chair and senior leadership, guiding policy development and risk management to align with university policies.

You will oversee budgets, financial operations, HR transactions, and reporting to accrediting bodies, while coordinating with Controller, Procurement, and Travel Central

Qualifications

• Bachelor's degree and four years experience related to administrative services or a combination of post high school education and experience equal to eight years in the same.
• Experience managing budgets, forecasts, reconciliations, and financial reporting.
• Experience coordinating HR processes and working with multiple offices and departments.

Responsibilities

• Serves as a member of the department's leadership team, advising the Chair and senior leadership and guiding policy development.
• Manages departmental budgets and financial operations across multiple funding sources, ensuring compliance and providing financial guidance.
• Oversees staff hiring, training, and evaluations; assigns work and ensures timely, accurate completion of business functions.
• Liaises with Controller, Procurement, Accounts Payable, and Travel Central Offices; ensures reporting and audit readiness.
• Oversees HR departmental transactions for faculty, staff and graduate students and coordinates with Engineering Dean’s office.
• Manages departmental space and facilities coordination, including labs and offices.
• Coordinates with COE and university offices for waivers, stipends, and budget allocations.

Skills

Leadership

Budget management

Strategic planning

HR coordination

Education

Bachelor's degree

Job description

Program Manager, Administrative Services - UBA/Department of Mechanical & Aerospace Engineering

Location: Tallahassee, FL

Regular/Temporary: Regular

Full/Part Time: Full-Time

Department

University Business Administrators - FAMU-FSU College of Engineering - Department of Mechanical & Aerospace Engineering

Responsibilities

• Serves as a member of the department's leadership team, providing operational advice and counsel to the Chair and senior leadership. Provides recommendations to the Chair for short and long-range planning to align with both FAMU and FSU policies. Identifies appropriate control activities so that the Joint College and Department's unique risks are properly mitigated and recommends appropriate corrective actions, if deficiencies are found. Responsible for providing leadership and direction of policy development by reviewing, analyzing, developing, interpreting, implementing and communicating policies and procedures essential for the sound and effective management of the Department.
• Manages departmental budgets and financial operations across multiple funding sources, ensuring compliance with FAMU and FSU policies. Oversees and approves financial transactions, conducts budget analysis, forecasting, reconciliations, and expenditure reviews, while providing strategic financial guidance to support departmental and college goals. Serves as a P-Card Proxy for direct report(s) and backup Proxy for other users, ensuring accuracy and compliance, working with staff to resolve discrepancies. Formulates financial plans and provides guidance to strategically utilize available resources to accomplish the Department and College goals. Analyzes both FAMU and FSU budget reports for long-range planning. Serves as a backup for these functions for other College of Engineering departments and units, as needed.
• Has direct oversight of FAMU/FSU departmental staff who key purchasing and travel for the Department, overseeing hiring, training, and evaluations. Assigns and prioritizes work assignments to optimize efficiency and establishes performance standards. Provides support necessary to ensure timely accurate completion of business functions. Ensures a FAMU and FSU tracking method and follow-up for financial activities are in place and maintained.
• Serves as a liaison to the FAMU and FSU Controller, Procurement, Accounts Payable, and Travel Central Offices. Responsible for the timely completion of extensive reporting requirements to include accrediting agencies and Florida BOG. Ensures compliance and audit readiness by developing procedures to ensure adherence with both Universities, State, and Federal policies and procedures.
• Oversees and submits HR departmental transactional submission requests to Engineering Dean’s office staff for both FAMU and FSU systems to include recruiting, job offers, reappointments and personnel actions. Collaborates with Engineering Dean’s office staff to ensure appropriate effective dates. Serves as the Departmental HR Manager approving HR department transactions for faculty, staff and graduate students for both FAMU and FSU.
• Serves as a liaison between College of Engineering Dean’s Office and Department of Mechanical & Aerospace Engineering. Collaborates on the processes for Graduate Student waivers and stipends ensuring correct utilization of budgets and allocations. Monitors and tracks scholarship funds disbursements. Processes DOLs or fund transfers when budget corrections are needed. Serves as a backup for these functions for other COE departments and units, as needed.
• Manages departmental space, including offices, labs, classrooms, and property inventory for the departments, in coordination with the departmental office administrator, COE Facilities Director, and Associate Dean for Strategic Operations. Oversees various maintenance or facilities issues/requests (office moves, painting, as well as special projects).

Qualifications

Bachelor's degree and four years experience related to administrative services or a combination of post high school education and experience equal to eight years in the same.

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 A&P position.

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

Equal Employment Opportunity

FSU is an Equal Employment Opportunity Employer.