Sr. Administrative Specialist (Behavioral Sciences and Social Medicine - Medicine)
Florida State University

Job Title: Sr. Administrative Specialist (Behavioral Sciences and Social Medicine - Medicine)
Location: Tallahassee, FL
Regular/Temporary: Regular
Full/Part Time: Full-Time
Job ID: 55043
Department

Florida State University Behavioral Sciences and Social Medicine - College of Medicine

Responsibilities

This position will manage Behavioral Sciences and Social Medicine (BSSM) Community Rounds and other special projects, will manage departmental administrative clinical processes and serve as the administrative support to the Chair of the department.

Provides administrative support to the Department Chair for teaching, administrative, and research activities at the COM. Exercises judgment in screening and referring visitors, phone calls and inquiries. Resolves problems or routes to appropriate personnel. Routes mail and e-mail after initial review. Composes letters and memorandums requiring action by the department Chair. Proofreads and reviews the accuracy of letters, memoranda or reports written by staff or faculty for the chair. Collects and prepares background materials and agendas for meetings and conferences. Coordinates academic and/or staff personnel matters. Utilizes discretion and independent judgment in resolving problems that may have a significant impact on the overall goals of the department.

Performs a variety of specialized and complex professional work that facilitates the administrative operations of the Department of BSSM and its Centers, working closely with the BSSM Chair. Makes recommendations to the Chair regarding Departmental planning, development and compliance with College and University expectations. Keeps all faculty appraised of policy changes and provides the chair and faculty with resources regarding OPDA, to include events with the program director. Participates in development and implementation of department policies, procedures, goals and objectives. Manages external and internal communications needs for the Department, including assisting with web content creation for website and SharePoint departmental information.

Manages the administrative process for the Chair of BSSM including all departmental activities including, but not limited to: effort reporting, compliance with state, federal and university policies and procedures. Responsible for all Pre-Travel requests (assuring the accuracy of documentation prior to final approval by the department chair and timeliness), file system, and keeping the departmental calendar up to date with leave information. Responsible for administrative academic activities to include FEAS, electronic AOR's and annual review documents for faculty. Coordinates the annual faculty evaluation process (provides all background material, CVs, summaries, teaching evaluations, schedules meetings, edits letters, form preparations) and submits the complete process to COM Admin Services. Keeps an internal file system and spreadsheet. Submission of all faculty AORs in the department: enters all AORs after communication with faculty member, resolve issues and answer questions concerning faculty AORs and approval flow.

Serves at executive level with assisting the BSSM Chair with scheduling, communication and prioritization of departmental-level activities. Assists Chair and faculty in leadership roles with writing and development of BSSM-related writing and documents including proofreading and editing.

Responsible for direct support in the pre-planning, organizing, and development of FSU BSSM Community Rounds, as well as other special projects. Works with a wide variety of constituents in support of these projects; schedules and publicizes the event via FSU and COM calendars; develops promotional material in collaboration with graphic designers and photographers; creates the invitation and advertising material, mass emails, Qualtrics, flyers, posters; and after successful completion arranges publication on the YouTube channel of the College of Medicine. Communicates with guest speakers coming from academia and community, health departments, physicians, church groups, activists, etc. Manages and oversees all details of FSU BSSM Community Rounds.

Serves as immediate supervisor for Work Study students. Recruits, trains, supervises, and monitors time entries in compliance with Federal Work-study guidelines. Reconciles expenditures to not exceed awarded monies by Financial Aid. Promotes an atmosphere of teamwork in accomplishing the mission and goals of the Department of Behavioral Sciences and Social Medicine to include participating in the delivery of support services for special projects, scheduled events or in meeting key department deadlines. Runs occasional errands in support of events and COM business activities requiring the operation of a motor vehicle.

Qualifications

Bachelor's degree and four years of experience; or high school diploma/equivalent and experience equal to eight years.

• Experience in communicating effectively verbally and in writing.
• Experience in establishing and maintaining effective working relationships.
• Experience in gathering, interpreting, reporting, and/or editing information.
• Experience in performing accurately in a detail oriented environment.
• Experience in performing basic mathematical calculations.
• Experience in prioritizing, organizing and performing multiple work assignments simultaneously.
• Experience in maintaining accurate records and retrieving files from active or archive sources.
• Experience with basic filing practices to include numeric and alphabetic systems.
• Valid Florida or Georgia Driver's License, or ability to obtain prior to hire.

Preferred Qualifications

• Knowledge of and ability to interpret and apply related federal, state, and local laws, ordinances, rules and regulations.
• Knowledge of applicable computer applications and basic computer functions.
• Knowledge of the principles and practices of event planning and ability to coordinate, organize and evaluate meetings and/or events.
• Knowledge of office practices, procedures, and etiquette.

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, encourages creativity, and embraces diversity. 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 our university and campuses.

FSU Total Rewards

FSU offers a robust Total Rewards package. Visit our website to learn more about our Compensation, Benefits, Wellness, Recognition, and Employee Development programs.

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How To Apply

If qualified and interested in a specific job opening as advertised, apply to Florida State University at https://jobs.fsu.edu. If you are a current FSU employee, apply via 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

An Equal Opportunity/Access/Affirmative Action/Pro Disabled & Veteran Employer.

FSU's Equal Opportunity Statement can be accessed at: https://hr.fsu.edu/sites/g/files/upcbnu2186/files/PDF/Publications/diversity/EEO_Statement.pdf.

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