Administrative Specialist - UBA / Hospitality

Job Title: Administrative Specialist - UBA / Hospitality

Location: Tallahassee, FL

Regular/Temporary: Regular

Full/Part Time: Full-Time

Job ID: 62370

Department

University Business Administrators - Dedman College of Hospitality

Responsibilities

Responsible for the day to day administrative, travel, auxiliary operations, procurement and scholarship awards functions in the Dedman College of Hospitality. Provides professional support to the Operations Manager and the Dean.

• Manages the daily operations of the Dedman College of Hospitality (DCH) administrative office. Develops departmental business processes to align with evolving University policies and goals of the College. Interprets University policies and provides informed recommendations that support DCH’s mission and operational objectives. Attends University-wide information sessions and communicate updates to Deans, Directors, Department Chairs, faculty, and staff. Resolves inquiries and offers expert guidance on administrative, financial, and HR transactional matters. Maintains records and data systems to support tracking, reporting, and compliance, and is responsible for creating and implementing communication strategies to ensure timely dissemination of University and Dean’s Office directives throughout the College.
• Responsible for the college-wide processes related to HR transactions, ensuring processes comply University guidelines. Provides direct supervision, guidance, and support to direct reports, sets clear performance expectations and fosters professional development to ensure high-quality administrative support across the College. Responsible for managing the Dean’s calendar, travel arrangements, reservations, and related logistics with discretion and attention to detail. Delivers analytical and reporting services to the Dean, including working with the Dean to report on and coordinate the fulfillment of the College’s goals and objectives. The position requires reliable access to email and responsiveness outside of standard working hours to support time-sensitive communications and operational needs.
• Serves as the College’s travel delegate ensuring timely and policy-compliant processing of travel requests and reimbursements. Provides training and guidance on travel systems, procedures, and University policies, while resolving travel-related issues and maintaining internal administrative webforms to support travel and reimbursement workflows. Conducts regular reviews of travel expenditures to ensure alignment with the College’s travel budget and promotes responsible travel spending. Provides fiscal oversight for the Little Dinner Series auxiliary program, including the management of catering-related non-travel reimbursements and continuous improvement of the program’s financial processes.
• Executes the purchasing of goods and services for the College. Responsible for ensuring the full departmental procurement lifecycle, including obtaining quotes, initiating requisitions, managing purchase orders, confirming receipt of goods and services, and tracking invoices through final payment. Processes unencumbered payments via ePRF and serves as the primary contact for vendor communications and issue resolution. Performs weekly p-card proxy transactions and completes monthly p-card reconciliations for assigned cards. Coordinates the replacement of food and beverage assets to ensure continuity of kitchen operations. Assists in processing contracts through the University’s contract module, supporting timely and compliant execution of agreements.
• Actively participates in the Dedman College of Hospitality scholarship committee and collaborates with the Director of Development to ensure the appropriate use and stewardship of scholarship gift funds. Enters scholarship awards into the FS4U system and monitors submissions throughout the approval workflow to ensure accuracy and timely processing. Maintains ongoing communication with relevant stakeholders to resolve issues and support the effective administration of scholarship funds to ensure maximum award utilization.
• Collaborates with the DCH Marketing & Communication Office assisting with scheduling social media posts and mass emails, drafting and reviewing press releases and short stories, developing departmental collateral and media, and appropriately handling DCH webform submissions.
  
  

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.)

Preferred Qualifications

The ideal candidate should have experience in gathering, interpreting, and clearly presenting information. They excel at prioritizing tasks and managing multiple responsibilities in a collaborative, team-focused environment. This person demonstrates strong analytical abilities, including identifying complex problems, evaluating relevant data, and implementing effective solutions.

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.

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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.

Equal Employment Opportunity

FSU is an Equal Employment Opportunity Employer.