Administrative Specialist - The Institute for Governance and Civics
Department
The Institute for Governance and Civics
Responsibilities
Serves as the institute's departmental representative, overseeing full-cycle recruitment and hiring through FSU systems. Responsibilities include posting vacancies, advertising externally, managing applicant workflows, extending formal job offers, facilitating onboarding, and closing job postings. Coordinates directly with the central FSU Human Resources representative to ensure timely, compliant hiring operations.
Oversees appointment accuracy and payroll verification for the Institute. Responsible for auditing the HR Actives report and initiating corrective ePAF transactions in a timely manner. Partners closely with Grants Administrator to track and maintain project-allocated personnel appointments, while conducting cost center reviews, managing payroll certifications through final approval, and ensuring audit-ready documentation.
Oversees comprehensive personnel administration and employment compliance for the Institute across Faculty, A&P, USPS, OPS, and Courtesy appointments. Facilitates key employee lifecycle actions, including promotions, reclassifications, dual compensation, outside employment disclosures, and departures. Collaborates with Institute leadership to coordinate structured interview workflows and pre-employment verifications while upholding strict compliance with university HR standards.
Serves as the departmental representative processing of Assignment of Responsibilities (AOR) and FACET reporting. Reconciles effort allocations and resolves reporting discrepancies on behalf of department faculty. Analyzes faculty assignment data to produce customized effort and workload reports for the Director and Associate Director, ensuring compliance and informing leadership decisions.
Coordinates day-to-day administrative processes; maintaining, organizing, updating and analyzing data or records, and assisting as needed with work assignments that go beyond standard clerical support for the Institute. Coordinates daily administrative workflows, maintains office records, oversees equipment/facility needs, and serves as a liaison for university policies, digital forms, and internal procedures
Serves as the institute's representative for federal employment eligibility, governing the end-to-end Form 1-9 verification and reverification process for personnel. Evaluates work authorization and status prior to initiating appointments, ensuring full compliance with university and federal requirements. Acts as the lnstitute's RAMP delegate, coordinating Export Control screenings and required compliance documentation for international appointments.
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.)
Contact Info
Lila Seagle
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 Calculato r to calculate Total Compensation options based on potential salary, benefits and retirement contributions, earned leave, and other employment-related perks.
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.
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.
The Institute for Governance and Civics
Responsibilities
Serves as the institute's departmental representative, overseeing full-cycle recruitment and hiring through FSU systems. Responsibilities include posting vacancies, advertising externally, managing applicant workflows, extending formal job offers, facilitating onboarding, and closing job postings. Coordinates directly with the central FSU Human Resources representative to ensure timely, compliant hiring operations.
Oversees appointment accuracy and payroll verification for the Institute. Responsible for auditing the HR Actives report and initiating corrective ePAF transactions in a timely manner. Partners closely with Grants Administrator to track and maintain project-allocated personnel appointments, while conducting cost center reviews, managing payroll certifications through final approval, and ensuring audit-ready documentation.
Oversees comprehensive personnel administration and employment compliance for the Institute across Faculty, A&P, USPS, OPS, and Courtesy appointments. Facilitates key employee lifecycle actions, including promotions, reclassifications, dual compensation, outside employment disclosures, and departures. Collaborates with Institute leadership to coordinate structured interview workflows and pre-employment verifications while upholding strict compliance with university HR standards.
Serves as the departmental representative processing of Assignment of Responsibilities (AOR) and FACET reporting. Reconciles effort allocations and resolves reporting discrepancies on behalf of department faculty. Analyzes faculty assignment data to produce customized effort and workload reports for the Director and Associate Director, ensuring compliance and informing leadership decisions.
Coordinates day-to-day administrative processes; maintaining, organizing, updating and analyzing data or records, and assisting as needed with work assignments that go beyond standard clerical support for the Institute. Coordinates daily administrative workflows, maintains office records, oversees equipment/facility needs, and serves as a liaison for university policies, digital forms, and internal procedures
Serves as the institute's representative for federal employment eligibility, governing the end-to-end Form 1-9 verification and reverification process for personnel. Evaluates work authorization and status prior to initiating appointments, ensuring full compliance with university and federal requirements. Acts as the lnstitute's RAMP delegate, coordinating Export Control screenings and required compliance documentation for international appointments.
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.)
Contact Info
Lila Seagle
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 Calculato r to calculate Total Compensation options based on potential salary, benefits and retirement contributions, earned leave, and other employment-related perks.
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.
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.