Florida State University
Administrative Specialist (Institute for Pediatric Rare Diseases) Medicine
Florida State University, Tallahassee, Florida, us, 32318
Department
College of Medicine, Institute for Pediatric Rare Diseases
Responsibilities
This position provides comprehensive administrative support to the Institute for Pediatric Rare Diseases (IPRD) at the College of Medicine (COM). Serves as the primary liaison between the IPRD and the College of Medicine's Office of Finance and Administration, including Administrative Services and Sponsored Research Administration (pre- and post-award). The individual in this role is responsible for coordinating financial and personnel operations for IPRD and ensuring compliance with university policies, sponsor guidelines, and state regulations. Develops, prepares, and reviews budgets for grant applications in coordination with Sponsored Research Administration. Monitors, reconciles, and reports expenditures across all IPRD funding sources (e.g., grants, foundation funds, E&G). Prepares and submits travel requests and expense reports for IPRD faculty and staff. Initiates and tracks procurement activities, including requisitions, POs, and vendor payments. Supports post-award management of sponsored projects including effort reporting, budget revisions, and closeout procedures. Prepares financial summaries and forecasting reports for use by the IPRD Director and Program Manager. Coordinates the hiring and onboarding of faculty, staff, OPS, and student employees in collaboration with the College of Medicine Administrative Services team. Prepares and submits personnel actions for classification, salary changes, and funding updates per the COM protocols. Maintains current records of all IPRD appointments, organizational charts, and funding assignments. Tracks employee compliance with required training and certifications. Acts as a liaison between IPRD and relevant administrative units across campus to ensure effective communication and timely resolution of finance and HR matters. Ensures adherence to university policies, sponsor requirements, and applicable state/federal regulations. Attends meetings and trainings as required to remain current on university and administrative procedures. Assists with special projects and prepares data or documentation required for audits, reports, or strategic planning. Qualifications
Bachelor's degree and two years of experience; or high school diploma/equivalent and experience equal to six years. (Note: post-high school education can substitute for experience at the equivalent rate.) This position requires successful completion of the eSPEAR Certification or ability to obtain the certification within six months of hire. Preferred Qualifications
Bachelor's degree and two years of experience or more. Experience working in higher education.
Contact Info
Courtney Maxwell
courtney.maxwell@med.fsu.edu
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
FSU offers a robust Total Rewards package. Visit our website to learn more about our Compensation, Benefits, Wellness, Recognition, and Employee Development programs.
Use our interactive too l to calculate Total Compensation options based on potential salary, benefits and retirement contributions, earned leave, and other employment-related perks.
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 .
This position is being advertised as open until filled.
Equal Employment Opportunity
FSU is an Equal Employment Opportunity Employer.
College of Medicine, Institute for Pediatric Rare Diseases
Responsibilities
This position provides comprehensive administrative support to the Institute for Pediatric Rare Diseases (IPRD) at the College of Medicine (COM). Serves as the primary liaison between the IPRD and the College of Medicine's Office of Finance and Administration, including Administrative Services and Sponsored Research Administration (pre- and post-award). The individual in this role is responsible for coordinating financial and personnel operations for IPRD and ensuring compliance with university policies, sponsor guidelines, and state regulations. Develops, prepares, and reviews budgets for grant applications in coordination with Sponsored Research Administration. Monitors, reconciles, and reports expenditures across all IPRD funding sources (e.g., grants, foundation funds, E&G). Prepares and submits travel requests and expense reports for IPRD faculty and staff. Initiates and tracks procurement activities, including requisitions, POs, and vendor payments. Supports post-award management of sponsored projects including effort reporting, budget revisions, and closeout procedures. Prepares financial summaries and forecasting reports for use by the IPRD Director and Program Manager. Coordinates the hiring and onboarding of faculty, staff, OPS, and student employees in collaboration with the College of Medicine Administrative Services team. Prepares and submits personnel actions for classification, salary changes, and funding updates per the COM protocols. Maintains current records of all IPRD appointments, organizational charts, and funding assignments. Tracks employee compliance with required training and certifications. Acts as a liaison between IPRD and relevant administrative units across campus to ensure effective communication and timely resolution of finance and HR matters. Ensures adherence to university policies, sponsor requirements, and applicable state/federal regulations. Attends meetings and trainings as required to remain current on university and administrative procedures. Assists with special projects and prepares data or documentation required for audits, reports, or strategic planning. Qualifications
Bachelor's degree and two years of experience; or high school diploma/equivalent and experience equal to six years. (Note: post-high school education can substitute for experience at the equivalent rate.) This position requires successful completion of the eSPEAR Certification or ability to obtain the certification within six months of hire. Preferred Qualifications
Bachelor's degree and two years of experience or more. Experience working in higher education.
Contact Info
Courtney Maxwell
courtney.maxwell@med.fsu.edu
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
FSU offers a robust Total Rewards package. Visit our website to learn more about our Compensation, Benefits, Wellness, Recognition, and Employee Development programs.
Use our interactive too l to calculate Total Compensation options based on potential salary, benefits and retirement contributions, earned leave, and other employment-related perks.
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 .
This position is being advertised as open until filled.
Equal Employment Opportunity
FSU is an Equal Employment Opportunity Employer.