Office Administrator - University Business Administrators

Tallahassee, FL

Educational Services

About the position

This position is responsible for providing transactional financial and administrative support to the Office of Business Services (OBS) operations, Transportation and Parking Services (TAPS), and University Business Administrators (UBA). Contributes and completes tasks assigned for UBA client sites and the UBA Central Office.

Responsibilities

• Serves as the HR departmental representative for OBS and TAPS. Manages time and leave in OMNI for OBS and TAPS, including reviewing cost center reports and payroll certifications. Monitors bi-weekly actives reports and distributes FACET reports within OMNI.
• Monitors, processes, and tracks all HR personnel actions, including terminations, supervisor and shift changes, FMLA requests, funding changes, position description changes, job openings, job offers/onboarding, role requests, and workers compensation requests.
• Contributes to assigned UBA client sites and the UBA Central Office, performing transactional tasks related to procurement, requisitions, receiving, P-Card Proxy, accounts payable, travel, and HR departmental needs.
• Responsible for performing driver's license verification checks for employees operating department-owned vehicles. Maintains the Vehicle Log.
• Submits facilities work orders as needed for maintenance. Responsible for maintaining the MFP/printer paper supply levels and keeping the supply room neat and orderly. Assists with scheduling meetings, calendaring appointments, and preparing correspondence as needed.
• Responsible for processing OBS and TAPS travel authorizations, cash advances, expense reports, and non-travel reimbursements. Serves as the travel representative coordinating travel arrangements and reviewing departmental travel card transactions.
• Utilizes the procurement module to work with departmental staff to purchase goods and services. Responsible for tracking and ordering supplies. Serves as a backup P-card Proxy for assigned cards within OBS and TAPS. Serves as backup to assist Property Manager with annual property inventory reviews.

Requirements

• A high school diploma or equivalent and four years of experience. (Note: post high-school education and/or experience may substitute at a comparable rate.)

Nice-to-haves

• Strong customer service skills with the ability to effectively communicate both verbally and in writing.
• Previous experience supporting Outlook calendars including scheduling/coordinating meetings with leadership positions.
• Ability to multi-task and monitor workload to prioritize based on operational need.
• Adept at using programs within the Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Strong organizational skills with the ability to follow up on outstanding tasks and anticipate needs.