Senior Administrative Specialist - UBA / Division of Enrollment Management

University Business Administrators - Division of Enrollment Management

Responsible for the management and administrative direction of departmental human resources processes and activities for the Division of Enrollment Management (EM). Collaborates with the University's Work Study Program to provide direction, processing, and development. Serves as a liaison for EM, between its departments and programs to University Human Resources and the University community.

• Oversees day-to-day departmental human resources operations, processes and transactional activities including recruiting, hiring, terminations, position description changes/updates, evaluations, benefits, time and leave, active appointment reports, and payroll activities within Division of Enrollment Management (EM). Works directly with internal stakeholders to regulate quality control of tasks and assists in mitigating training deficiencies while developing opportunities, supplemental training, and resources to enhance operations.
• Responsible for advising and counseling EM directors, department heads, and staff on the appropriate method of recruitment, hiring processes, compensation and/or reimbursement for individuals and groups based on the policies and procedures of various University departments.
• Oversees retention and destruction of fiscal office records and advises other departments within EM on proper records retention practices. Serves as back up to Assistant Director, Finance and Administration.
• Responsible for the management of staff variance reports for EM, to include all funding source allocations. Responsible for tracking and maintaining allocation reports and ensures recruitment activities align with anticipated rate allocation reports. Partners with EM senior leadership team to identify departmental needs to identify appropriate job classifications for positions and guides in the development of position descriptions. Assists with salary budget projections, planning, and other business and strategic plan development that affects EM.
• Collaborates on the management, coordination and direction of the appointment processing to include job offers, launching of Smart OnBoarding, the submission of appropriate documents and load to OMNI HR for the university wide Work Study Program. Develops, implements, and maintains programs' supporting best practices as it impacts departmental human resource activities and documents processes accordingly. Conducts research and analyzes issues to help identify and/or provide recommendations for the enhancement of the human resource transactional activities specific to Work Study appointment processing. Partners with Financial Aid's Work Study Program staff, Central HR staff, Payroll, ERP to increase efficiency and effectiveness of departmental human resource processes.
• Participates in short and long-range planning to include policy and program development. Ensures a sound environment of internal controls and compliance by monitoring and reviewing the HR transactional processes. Interprets and communicates policies to administrators (Department Heads and Directors) and staff. Evaluates internal hiring processes and develops recommendations to improve effectiveness of procedures.
• Provides recommendations to administrators to support the mission and initiative of the client site while maintaining compliance with university policies and procedures. Develops and carries out communication procedures for dissemination of University and EM directives.
• Serves as back up to the Accounting Specialist on purchase card proxy and financial reconciliation of operating and foundation funds. Assists with special projects and assignments as needed that align with the goals and objectives of Enrollment Management.

A Bachelor's degree and four years of experience; or a high school diploma or equivalent and eight years of experience. (Note: a combination of post high school education and experience equal to eight years.)

The preferred candidate possesses excellent communication skills and a high degree of emotional intelligence, allowing for effective collaboration and sound professional judgment. They demonstrate accountability and initiative by assuming responsibility for their work and proactively addressing challenges. Additionally, they exhibit strong problem-solving skills, enabling them to analyze complex issues and implement appropriate and effective solutions.

Division of Enrollment Management is comprised of four distinct units: Office of Admissions, Office of the University Registrar, Office of Financial Aid, and Technology Operations. Enrollment Management’s integrated services provide distinctive support throughout the student's development and progression in their academic experience – from recruitment through commencement. Through collaboration, communication, and commitment, all units within Enrollment Management achieve the highest level of student-centered service to current and prospective students and families and to campus partners across the University.

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!

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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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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.

This is an A&P position.

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

FSU is an Equal Employment Opportunity Employer.