Administrative Specialist - UBA/College of Fine Arts

Department

University Business Administrators - College of Fine Arts - School of Theatre

Responsibilities

Responsible for performing administrative professional support services for the School of Theatre. Serves as a highly visible representative of School of Theatre via meetings and correspondence to faculty, staff, students, and visitors.

• Serves as the HR Department Rep for the School of Theatre, Tallahassee and Sarasota and as an advisor to leadership regarding human resources functions, policies, and best practices. Initiates, monitors, and completes departmental HR activities to include time and labor, recruiting, onboarding, separation paperwork, appointment updates, sabbatical & LOA applications, and evaluation processes.
• Coordinates external advertising, prepares appointment documentation, and advises supervisors on hiring procedures and timelines. Identifies and resolves discrepancies in coordination with supervisors, the College of Fine Arts, and University Human Resources. Attends HR meetings to ensure department is up-to- date and in compliance with university and federal policies. Interprets University policy for departmental leadership and provides recommendations.
• Assists in development and implementation of departmental policies, and procedures. Coordinates with departmental leadership on development of long-term departmental goals and objectives.
• Serves as liaison between the department and Faculty Development to oversee P&T processes and timelines. Serves as FEAS and P&T delegate, assisting with faculty binder compilation and submission in conjunction with the Dean's office. Coordinates with departmental leadership and faculty to ensure appropriate short-term and long-term P&T timelines are being followed. Serves as department delegate for Instructor Credentialing System process and manages initial submission and updates of credentials for existing and new faculty, and adjuncts. Creates and updates graduate assistant offer letters and non-reappointment letters for both Tallahassee and Asolo locations and coordinates residency reclassification reminders.
• Serves as Purchasing Card (P-Card) Proxy for P-Card holders in the School of Theatre and Asolo Conservatory, reviewing and approving weekly cardholder transactions. Performs monthly reconciliations and ensures complete, audit-ready documentation in accordance with university and state purchasing regulations. Interprets and enforces procurement policies, identifies compliance concerns, and provides guidance to cardholders to ensure appropriate use of funds.
• Administers and oversees AOR and FACET reporting processes for the School of Theatre, ensuring accuracy, completeness, and compliance with university policies, deadlines, and reporting standards. Reviews submissions for procedural integrity and identifies discrepancies prior to review. Serves as departmental liaison to the College and central university offices to resolve reporting issues, interpret submission requirements, and ensure timely and compliant completion of all required documentation.
• Serves as departmental records custodian for the School of Theatre, maintaining records in accordance with university and state records retention schedules. Establishes and monitors recordkeeping procedures to ensure secure storage, controlled access, and proper disposition of official documents. Exercises discretion in handling sensitive information.

Qualifications

Bachelor's degree and two years experience or a combination of post high school education and experience equal to six years.

Preferred Qualifications

A highly qualified candidate demonstrates strong attention to detail while effectively managing multiple responsibilities in a fast-paced environment. They communicate professionally in both written and verbal formats and consistently deliver exceptional customer service. Their solid critical thinking skills enable them to assess situations, make sound decisions, and support organizational goals.

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.