Inside Higher Ed
Administrative Specialist (Interdisciplinary Medical Sciences BS Program) Medici
Inside Higher Ed, Tallahassee, Florida, us, 32318
Administrative Specialist (Interdisciplinary Medical Sciences BS Program) Medicine
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Administrative Specialist (Interdisciplinary Medical Sciences BS Program) Medicine
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Inside Higher Ed Responsibilities
Provide direct administrative support with daily management and coordination of activities for the Interdisciplinary Medical Sciences Division. Exercise judgment in screening and referring visitors, and student inquiries. Resolve problems or routes to appropriate personnel. Manage the calendars of the Associate and Assistant Deans of the IMS Division and Bridge Director (“Division Leadership”) to include scheduling appointments, meetings and events, managing invitations and logistical planning. Compose emails and memoranda. Draft and/or proofread memorandums and other correspondence requiring action by Division Leadership. Maintain all files for faculty, travel, and procurement. Maintain and process licensure, memberships, and reimbursements for Division leadership and direct reports. Maintain and procure office supplies for the Division Leadership and Bridge LC. Knowledgeable of current State of Florida and University policies and procedures. Attend staff meetings, training sessions, and other meetings as directed by the Division Leadership. Promote an atmosphere of teamwork in accomplishing the mission and goals of the IMS Division to include participating in the delivery of support services for special projects, scheduled events or in meeting key department deadlines. Monitor and assist with IMS Division’s budgeting process. Responsible for monitoring departmental budgets, foundation accounts, and discretionary funds. Attend budget meetings with COM Accounting staff. Alert the Associate Dean of any budgetary concerns or trends. Monitor and maintain budget spreadsheet for foundation and E&G accounts relating to the IMS Division update and distribute weekly. Process pre-authorizations and purchases for the IMS Division, ensure all documents are prepared, signed, and distributed, review invoices to process payment. Follow up with vendors to ensure purchase orders or payment arrangements are in place. Process auxiliary purchase orders for the IMS Division and the discretionary accounts within the IMS Division from the FSU Foundation. Handles cash or checks in accordance with University guidelines. Maintain online Bridge academic calendar. Serve as Student Support Coordinator for the Bridge to Clinical Medicine Program. Coordinate w/ DSAA on Orientation agendas, Lunch and Learns, LC Assignments, CLC schedules, and distribution lists at the beginning of each academic year. Coordinate with admissions for Bridge early assurance in the fall. Facilitate student entry of Castlebranch documents. Procure and maintain equipment, supplies, garments, and protective equipment for clinical experiences. Facilitate registration, advising appointments and classroom reservations. Assist faculty and students with printing, photocopying, and purchasing of materials and/or subscriptions. Update and print the annual Student Handbook. Manage all student records for preceptorship while meeting specific clinical facility requirements. Facilitate the annual purchase of subscriptions for academic support. Assist Honors Medical Scholars Director with online program applications to include instructions, deadlines, and follow up emails to applicants. Communicate with FSU admissions when necessary and export eligible applicants for the review committee. Schedule individual advising appointments, HMSS meetings, and group activities for the HMS Director. Assist Honors Medical Scholars Society (HMSS) with event planning and admin duties. Serve as department representative for human resources to coordinate the annual evaluation process and submission of Assignment of Responsibilities (AOR) and complete of Faculty Assignments, Commitments, & Effort Tracking (FACET) reports in addition to Employee Action Requests (EARs) for faculty reporting directly to the Associate Dean, and Payroll Certification reports. Maintain files for Director of Outreach, Director of Experiential Curriculum, Assistant Dean, Associate Dean, Evaluation Director, and Bridge Director. Maintain file system to support the preparation, compilation, and updating of student file information for Bridge students and Honors Medical Scholars. Serve as the travel representative by processing and submitting all travel requests and expense reports for Division leadership. Process travel requests and expense reports as needed for faculty, staff, students, and guests in the IMS Division in accordance with Florida State University policies and procedures, ensuring travel arrangements and reimbursements are processed in a timely manner. Knowledgeable in Concur and follows FSU travel guidelines accordingly. Manage all special events within the division including Bridge Orientation, Bridge Research Luncheon, Bridge Brown Bag luncheons, HMS Interview Day, HMS Senior Send Off, FSU College of Medicine graduation for Bridge students, and departmental program events, managing guest lists, send invitations, arrange venues, food, materials needed, etc. Runs occasional errands in support of Division activities requiring the operation of a motor vehicle. Qualifications
A Bachelor's degree and two years of experience; or a high school diploma or equivalent and six years of experience. (Note: a combination of post high school education and experience equal to six years.) Valid Driver's License or ability to obtain upon 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! Equal Employment Opportunity
FSU is an Equal Employment Opportunity Employer.
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Apply for the
Administrative Specialist (Interdisciplinary Medical Sciences BS Program) Medicine
role at
Inside Higher Ed Responsibilities
Provide direct administrative support with daily management and coordination of activities for the Interdisciplinary Medical Sciences Division. Exercise judgment in screening and referring visitors, and student inquiries. Resolve problems or routes to appropriate personnel. Manage the calendars of the Associate and Assistant Deans of the IMS Division and Bridge Director (“Division Leadership”) to include scheduling appointments, meetings and events, managing invitations and logistical planning. Compose emails and memoranda. Draft and/or proofread memorandums and other correspondence requiring action by Division Leadership. Maintain all files for faculty, travel, and procurement. Maintain and process licensure, memberships, and reimbursements for Division leadership and direct reports. Maintain and procure office supplies for the Division Leadership and Bridge LC. Knowledgeable of current State of Florida and University policies and procedures. Attend staff meetings, training sessions, and other meetings as directed by the Division Leadership. Promote an atmosphere of teamwork in accomplishing the mission and goals of the IMS Division to include participating in the delivery of support services for special projects, scheduled events or in meeting key department deadlines. Monitor and assist with IMS Division’s budgeting process. Responsible for monitoring departmental budgets, foundation accounts, and discretionary funds. Attend budget meetings with COM Accounting staff. Alert the Associate Dean of any budgetary concerns or trends. Monitor and maintain budget spreadsheet for foundation and E&G accounts relating to the IMS Division update and distribute weekly. Process pre-authorizations and purchases for the IMS Division, ensure all documents are prepared, signed, and distributed, review invoices to process payment. Follow up with vendors to ensure purchase orders or payment arrangements are in place. Process auxiliary purchase orders for the IMS Division and the discretionary accounts within the IMS Division from the FSU Foundation. Handles cash or checks in accordance with University guidelines. Maintain online Bridge academic calendar. Serve as Student Support Coordinator for the Bridge to Clinical Medicine Program. Coordinate w/ DSAA on Orientation agendas, Lunch and Learns, LC Assignments, CLC schedules, and distribution lists at the beginning of each academic year. Coordinate with admissions for Bridge early assurance in the fall. Facilitate student entry of Castlebranch documents. Procure and maintain equipment, supplies, garments, and protective equipment for clinical experiences. Facilitate registration, advising appointments and classroom reservations. Assist faculty and students with printing, photocopying, and purchasing of materials and/or subscriptions. Update and print the annual Student Handbook. Manage all student records for preceptorship while meeting specific clinical facility requirements. Facilitate the annual purchase of subscriptions for academic support. Assist Honors Medical Scholars Director with online program applications to include instructions, deadlines, and follow up emails to applicants. Communicate with FSU admissions when necessary and export eligible applicants for the review committee. Schedule individual advising appointments, HMSS meetings, and group activities for the HMS Director. Assist Honors Medical Scholars Society (HMSS) with event planning and admin duties. Serve as department representative for human resources to coordinate the annual evaluation process and submission of Assignment of Responsibilities (AOR) and complete of Faculty Assignments, Commitments, & Effort Tracking (FACET) reports in addition to Employee Action Requests (EARs) for faculty reporting directly to the Associate Dean, and Payroll Certification reports. Maintain files for Director of Outreach, Director of Experiential Curriculum, Assistant Dean, Associate Dean, Evaluation Director, and Bridge Director. Maintain file system to support the preparation, compilation, and updating of student file information for Bridge students and Honors Medical Scholars. Serve as the travel representative by processing and submitting all travel requests and expense reports for Division leadership. Process travel requests and expense reports as needed for faculty, staff, students, and guests in the IMS Division in accordance with Florida State University policies and procedures, ensuring travel arrangements and reimbursements are processed in a timely manner. Knowledgeable in Concur and follows FSU travel guidelines accordingly. Manage all special events within the division including Bridge Orientation, Bridge Research Luncheon, Bridge Brown Bag luncheons, HMS Interview Day, HMS Senior Send Off, FSU College of Medicine graduation for Bridge students, and departmental program events, managing guest lists, send invitations, arrange venues, food, materials needed, etc. Runs occasional errands in support of Division activities requiring the operation of a motor vehicle. Qualifications
A Bachelor's degree and two years of experience; or a high school diploma or equivalent and six years of experience. (Note: a combination of post high school education and experience equal to six years.) Valid Driver's License or ability to obtain upon 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! Equal Employment Opportunity
FSU is an Equal Employment Opportunity Employer.
#J-18808-Ljbffr