Administrative Specialist

Department

University Health Services (UHS)

Responsibilities

• In compliance with departmental and University attendance and leave policies and procedures, reviews, modifies, corrects, and processes time and leave entries in OMNI.
• Provides guidance and recommendations to the Senior Administrative Specialist regarding attendance and leave related matters.
• Monitors and audits all staff attendance and leave entries, activities, and payroll related reports for accuracy.
• Communicates attendance and leave and payroll related information including, timesheet concerns, discrepancies, and approvals to the Senior Administrative Specialist in a timely manner.
• Works closely with the Senior Administrative Specialist and departmental supervisors to execute departmental time and attendance strategies.
• Corresponds with and assists staff and supervisors with time and attendance and leave entries.
• Works with central Human Resources to monitor Leave of Absences, FLMA, Parental Leave, and Worker's Compensation, and provides guidance regarding applicable University policies and procedures.
• Monitors work study awards to ensure students work within their allocation (to include tracking award balance and available semester hours) and advise the Senior Administrative Specialist and departmental supervisor of pertinent information in order to prevent overawards.
• Coordinates, monitors & maintains the credentialing/re-credentialing process of clinical staff.
• Facilitates all aspects of credentialing including appointment, reappointment, monitoring & privileging for medical staff & allied health practitioners, & ensures compliance with the accrediting & regulatory agencies.
• Responsible for the accuracy of the credentialing/clinical privileging process & ensures the timeliness of credentialing/re-credentialing verification process & maintaining credentialing files. This includes gathering, verifying & evaluating education/training, professional liability, licensure/certifications, hospital affiliations, work history, professional references & all other primary source verification as required by UHS & AAAHC.
• Reviews, tracks & documents staff compliance with completing performance evals, required trainings, professional licensure renewals, DL verification, BLS/CPR renewals & other assigned compliance requirements.
• Responsible for enrolling & managing staff profile & courses via training database & generating reports to monitor staff's progress with completing assigned course(s).
• Responsible for the upkeep & management of all UHS policies, forms & standards in a document management system. Uploads documents, creates review workflows & runs reports.
• Responsible for the separation and transfer process for staff. This includes, completing the Separation/Transfer Checklist process and initiating termination ePAFs, if applicable.
• Prepares and submits personnel actions and position updates to include, but is not limited to, supervisory changes, position funding, reappointments, temporary pay and position description updates.
• Responsible for identifying, developing and maintaining document management system(s) for all human resources records and files that include, but are not limited to, attendance and leave related files and records, staff history files, inactive staff files, organizational charts, position descriptions, UHS-HR electronic communications, credentialing and reappointment files and records, confidential and sensitive staff records, and other related records.
• Ensures records retention schedule(s) are maintained, monitored, and are in compliance with requirements.
• Interprets policies and procedures and provides recommendations.
• Monitors, updates, and maintains all designated human resources bulletin boards.
• Ensure all notices, materials, and announcements are current and displayed.
• Assists with accreditation preparation to include mock surveys, action planning, and standards review.
• Performs data collection, validation, and entry of UHS Strategic Planning data into excel or smartsheet.
• Creates routine summary progress reports on health center goals and indicators.
• Maintains and visually displays data using charts and graphs. Tracks progress towards completion of strategic plan objectives and reports.
• Participates in Quality Improvement projects and UHS committees as identified.
• Assists with data entry and analysis for QI teams. Identifies opportunities for improvement and may recommend and/or develop processes, policies, and procedures to streamline workflows.
• Reviews and analyzes patient feedback survey results, prepares reports, and identifies trends.
• May assist with statistical research projects.
• Serves as back-up for the Senior Administrative Specialist position to include, but is not limited to, advertisement and recruitment related duties and responsibilities, resolution of departmental employee relation matters, coordinating volunteers, and FACET.
• Serves as a p-card holder for UHS HR.
• Serves as member of UHS Accreditation Committee.

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

• Knowledge of principles, practices, and standards of human resource administration in assigned area.
• Knowledge of and ability to apply accreditation and/or compliance standards of applicable association, bureau, or other recognized governing entity in area of work.
• Ability to perform assigned responsibilities with minimal to moderate supervision.
• Ability to gather, interpret, report, and/or edit information.
• Ability to establish and maintain effective working relationships.
• Ability to maintain accurate records and retrieve files from active or archive sources. Basic filing practices to include numeric and alphabetic systems.
• Ability to prioritize, organize and perform multiple work assignments simultaneously.

Contact Info

Please email the UHS HR Team at ... with any questions.

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 tool 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 . 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 requires successful completion of a criminal history background check.

This position requires pre-employment TB testing and successful completion of post hire OSHA training.

Equal Employment Opportunity

FSU is an Equal Employment Opportunity Employer.