Administrative Assistant (17231, 19605, & 17738)

Florida A&M University is pleased to announce the acceptance of qualified applications for the Administrative Assistance vacancies in Criminal Justice, Interdisciplinary Studies, and Psychology.

Proclaimed as "The Conscience of the Academy," the College of Social Sciences, Arts and Humanities, fondly known as CSSAH, produces Dynamic Leaders, Exceptional Artists, and Extraordinary Social Activists. A multidisciplinary college, CSSAH connects students to the world through an array of learning opportunities including research, internships, performances, service learning, online instruction, and experiential scholarship. CSSAH strives to provide top-notch service every day in every way through its eight degree granting departments/Division (English and Modern Languages, History, Political Science, Geography, and African-American Studies, Interdisciplinary Studies, Music, Psychology, Social Work, Sociology and Criminal Justice, Visual Arts, Humanities and Theatre, in addition to Military Science (Army ROTC).

This opening will be used to fill positions 17231000 (Criminal Justice), 19605000 (Division of Interdisciplinary studies), and 17783000 (Psychology).

Responsibilities

The Administrative Assistant reports to the chair of the Department and/or Division and is responsible for the operational efficiency and effectiveness of the unit by planning, initiating and carrying to completion the following tasks:

Works with chairperson to manage the CSSAH Course Management System to include course scheduling; Completes Assignment of Responsibility (AOR) forms for multiple units within CSSAH; Reconciles the Instructional Research Data (IRD) files for multiple units with the college; Monitors course loads and updates chairperson; Completes Direct Disbursement Requests (DDR's); Assists Chair in preparing Request to Advertise Forms and Position Vacancy Announcements; Assists Chair in preparing annual Operational Budget; Provides budget projections for course scheduling and overall analysis of unit cost; Monitors budget and creates budget reports as appropriate; Creates a tracking system for financial accounts and balances within the unit; Creates requisitions for multiple units within the college; Processes travel and reconciles expense reports for multiple units within the college; Receives on requisitions, remits invoices to Accounts Payable and works with E-Procurement to request payment timely to vendors; Manages the department personnel/payroll processes; Assists Chair as needed with Time/Labor records; Retrieves unit Cost Center Reports to ensure employees are paid accurately and to validate Time/Leave compliance; Establishes and monitors procedures for record keeping; Supervises work-study students; Ensures security, integrity and confidentiality of employee personnel records and data; and facilitates the On-Boarding and Off-Boarding of employees.

Manages high-volume phone calls and provides efficient and courteous phone support; Responds promptly to emails and address the day to day needs of students, faculty and staff; Administers calendar and arrange meetings for the department as deemed necessary by the chair; Follows the communication plan of the unit to provide pertinent information to faculty, staff and students; Coordinates requests for the use of space availability for the department; and manages other responsibilities assigned by the chair.

Follows internal office and operating procedures to answer questions that may involve the interpretation of policies and procedures of the university and state; Maintains a digital filing system to include correspondence, reports, proposals and other pertinent materials involving the operation of the department; and works in sync with chair to plan, coordinate and arrange department activities and events, such as conferences and majors meetings to accomplish the goals of the college.

Minimum Qualifications

A high school diploma or equivalency and seven years of related experience or a combination of post high school education and experience equal to seven years.

Recommended Competencies

Knowledge of and ability to interpret and apply related university policies, procedures, principles, and practices;

High level of competency in Microsoft Office;

Demonstrated organizational skills;

High attention to detail;

Ability and desire to gain knowledge and develop skills to improve work performance;

Ability to communicate via orally and in writing;

Ability to interact with students, staff, faculty and public;

Ability to follow organization work ethic and maintain high work standards;

Ability to work autonomously and use good judgement;

Ability to problem solve and think critically;

Ability to show discretion and use good judgment in handling confidential matters;

Ability to maintain confidentiality and handle sensitive issues;

Ability to function independently in a multi-task environment, as well as part of a team;

Ability to work under pressure on a variety of projects simultaneously; and

Knowledge and use of social media platforms.

Preferred Qualifications

Bachelor's degree

Anticipated Salary Range

Maximum Salary:$45,000.00

Pay Plan

This is an USPS (University Support Personnel System) position.

Conditions of Employment

Successful candidate is subject to a pre-employment screening which includes a review of criminal records, reference checks and verification of education. An official college transcript, a high school diploma, or other educational documents must be submitted, where applicable, at the time of employment.

Only United States (U.S.) citizens or aliens who have a legal right to work in the U.S. are eligible for employment. Federal law requires proof of your authorization to work in the United States. You will be required to provide proof of your identity and employment eligibility within three (3) days of employment.

Section 110.1128, Florida Statutes, prohibits employment by the State (including re-hire after a break in service) of any male born after October 1, 1962, who failed to register with the Selective Service System, under the provisions of the U.S. Military Selective Service Act, during the person's period of eligibility (ages 18 through 25). Additionally, if currently employed by the State, this law prohibits the promotion of such person. You may be required to provide documentation.

How To Apply

Applicants are required to complete the online application with all applicable information. Applications must include all work history and education details even if attaching a resume. If you are a current FAMU employee, you must apply through Self Service in iRattler. This search is being conducted under Florida law, including the Sunshine law and Public Records law.

Reasonable Accommodation

If you require a reasonable accommodation pursuant to the Americans with Disabilities Amendment Act (ADAA), please contact the Office of Equal Opportunity Programs at (850) 599-3076 at least ten (10) days prior to the start of the event. If you are hearing or speech impaired, please contact the University by calling TDD via FRS (800) 955-8771.

Equal Opportunity/Access

Florida A&M University (FAMU) is committed, as evident in our policies, principles, and practices, to an educational environment and equal opportunity workplace wherein each member of the University community is free from any form of harassment and discrimination. Therefore, the University prohibits discrimination on the basis of race, religion, color, age, disability, sex, sexual harassment, sexual orientation, gender identity, gender expression, marital status, national origin, genetic information, and veteran status, or any other legally protected group status (including Title IX of the Education Amendments of 1972), in accordance with state and federal laws. Discriminatory conduct in the form of sexual misconduct, including sexual harassment, sexual assault, domestic and dating violence, and stalking, is also prohibited.

Veterans'

Preference will be given to eligible Veterans' and spouses of Veterans' as required by Florida Statutes.

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