Senior Administrative Specialist (Interdisciplinary Medical Sciences BS Program) Medicine

Department


College of Medicine, Interdisciplinary Medical Sciences BS Program


Responsibilities


Provides administrative leadership and comprehensive oversight and management of fiscal operations and programmatic initiatives for the Interdisciplinary Medical Sciences (IMS) Division, serving as a high-level administrative support to the Associate and Assistant Deans and Program Directors.

• Responsible for support, management, long-range planning, and coordination of administrative activities for the Interdisciplinary Medical Sciences Division. Exercise judgment to resolve problems and route inquiries to appropriate personnel. Knowledgeable of current State of Florida and University policies and procedures. Promotes an atmosphere of teamwork in accomplishing the mission and goals of the IMS Division. Attends college and division staff meetings, training sessions, and other activities as directed by the Division Leadership. Serves as direct administrative support for IMS Division Deans and Bridge Directors to include correspondence and maintaining all files for faculty in the Division leadership and direct reports.
• Serves as department representative for all finance and administrative activities, acting as first point of contact for transactional accounting and human resources needs. Attends budget meetings and makes recommendations for annual budget planning. Responsible for oversight of purchasing for the division. Responsible for monitoring departmental budgets, foundation accounts, and discretionary funds. Attends budget meetings with College of Medicine (CoM) Accounting staff. Alerts the Associate Dean of any budgetary concerns or trends. Monitors and maintains budget spreadsheet for foundation and E&G accounts relating to the IMS Division. Works closely with the Administrative Associates in the IMS Division regarding their finance and administrative activities. Processes pre-authorizations and purchases for Leadership, Bridge, HMS, and IMS Division. Ensures all documents are prepared, signed, and distributed. Reviews invoices to process payment. Processes auxiliary purchase orders for Leadership, Bridge, HMS, and entire IMS Division as needed. Monitors all IMS Division FSU Foundation accounts. Handles cash or checks in accordance with university guidelines.
• Serves as Student Support Coordinator for the Bridge to Clinical Medicine Program. Maintains Bridge academic program calendar; facilitates course registration and classroom reservations. Coordinates with CoM Division of Student Affairs and Admissions on all Bridge program activities that intersect with medical and physician assistant students. Works closely with Deans and Directors on admissions for Bridge early assurance and maintains the annual Bridge Student Handbook. Manages all Bridge and Honors Medical Scholar (HMS) student programming and records. Oversees HMS program application and admission process.
• Serves as department representative for human resources creating Employee Action Request (EARs) for Leadership, Bridge, and HMS Programs. Coordinates the annual evaluation process and submission of Assignment of Responsibilities (AORs) and completes Faculty Assignments, Commitments, & Effort Tracking (FACET) for the IMS Division. Maintains faculty professional files for Director of Outreach, Director of Experiential Curriculum, Assistant Dean, Associate Dean, Evaluation Director, and Bridge Director. Serves as the travel representative for the IMS Division. Works closely with IMS Administrative Associates on travel-related matters. Processes all travel requests and expense reports in Concur for faculty, staff, students, and guests in accordance with Florida State University policies and procedures. Ensures travel arrangements and reimbursements are processed in a timely manner.
• Manages all special events for the Bridge and Honors Medical Scholars programs. Runs occasional errands in support of Division 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. (Note: post-high school education can substitute for experience at the equivalent rate.)
• Valid Florida or Georgia Driver's License or the ability to obtain prior to hire.

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 our university and campuses.


FSU Total Rewards


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How To Apply


If qualified and interested in a specific job opening as advertised, apply to Florida State University at 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 .

This position is being advertised as open until filled.


Equal Employment Opportunity


FSU is an Equal Employment Opportunity Employer.