Administrative Assistant

Location
Tallahassee, FL
Posted
Jun 15, 2018
Institution Type
Four-Year Institution

Job ID: 43713

Full/Part Time: Full-Time

Regular/Temporary: Regular

Department

This position is with the Department of Modern Languages and Linguistics within the College of Arts and Sciences.

Responsibilities

Serves as the first point of contact for a large and diverse department. Assists faculty, staff, students, and visitors with requests for information, directions, and other various issues. Answers main departmental incoming telephone lines. Directs inquiries to appropriate colleagues. Trains new faculty and graduate students on office equipment operation, office procedures, and basic university policies.

Serves as the purchasing coordinator for the department. Places, monitors, and receives all orders for the department. Monitors office supply and toner stock. Liaises with outside vendors and procurement services as needed. Responsible for ensuring Purchasing Card purchases fall within the procurement guidelines. Maintains purchasing files for departmental reconciliation.

Serves as the back up to the departmental travel representative. Assists faculty and non-employee travelers with travel arrangements and non-travel reimbursements. Assists travel representative, as needed, to prepare and enter travel authorizations, cash advances, and expense reports. Coordinates travel disbursements with the Winthrop-King Institute and other funding sources to ensure expenses do not conflict.

Prepares, monitors, and processes incoming and outgoing mail. Updates departmental phone lists and distributes to all employees in the department. Oversees and schedules department calendars and conference room schedules efficiently. Completes copy and scan requests for faculty in a timely manner. Performs other administrative tasks, such as participating in organizational meetings and assisting with event planning when appropriate.

Monitors course evaluations orders to ensure compliance. Distributes evaluation forms to all faculty, adjuncts, and teaching assistants. Distributes processed evaluations when they are returned to the department.

Initiates facilities and ITS work orders. Processes faculty and teaching assistant for card access to departmental classrooms and teaching assistant offices. Initiates key requests to FSU Key & Lock Shop. Secures department master key and slide card for faculty and staff to check out as needed.

Qualifications

High school diploma or equivalency and two years' experience related to the duties of the position or a combination of post-high school education and experience equal to two years.

Experience communicating effectively verbally and in writing.

Experience with office practices, procedures, and etiquette.

Basic computer skills and experience with Microsoft Office products.

Ability to establish and maintain effective working relationships.

Ability to perform basic mathematical calculations.

Ability to maintain organized and accurate records and retrieve files from active or archive sources. Knowledge of basic filing practices to include numeric and alphabetic systems.

***Resume Required***

Preferred

Bachelor's degree.

Knowledge of and ability to interpret and apply related federal, state, and local laws, ordinances, rules, and regulations.

Knowledge of and the ability to interpret and apply related University policies, procedures, principles, and practices.

Available for at least one year.

Anticipated Salary Range

Mid $20,000s.

Pay Plan

This is an USPS (University Support Personnel System) position.

Criminal Background Check

This position requires successful completion of a criminal history background check. The background check will be conducted as authorized and in accordance with University Policy 4-OP-C-7-B11.

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 though attaching a resume.

Veterans' Preference

Certain service members and veterans, and the spouses and family members of the service members and veterans, will receive preference and priority in employment and are encouraged to apply for the positions being filled. For information on who may be eligible for Veterans' Preference, go to http://hr.fsu.edu/?page=ers/application/application_veterans_preference, or call FSU Human Resources at (850) 644-6034.

IMPORTANT: In order to claim Veterans' Preference, applicants must upload a DD-214 (and other documentation, as applicable) with their online application prior to the closing date of the job opening.

Tobacco Free Campus

Effective January 1, 2014, tobacco use, including simulated tobacco use, is prohibited on property, interior and exterior, owned or managed by Florida State University. This policy applies to all Florida State University students, employees, consultants, contractors, visitors, and external individuals.

Equal Employment Opportunity

An Equal Opportunity/Access/Affirmative Action/Pro Disabled & Veteran Employer.

FSU's Equal Opportunity Statement can be viewed at: http://www.hr.fsu.edu/PDF/Publications/diversity/EEO_Statement.pdf

PI102944355

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