Office Administrator (Public Affairs & Communications - Medicine)
Job ID: 43684
Full/Part Time: Full-Time
Public Affairs and Communications - College of Medicine
Responsible for the daily management and oversight for administrative support within the Dean's office executive staff, analyzes and makes recommendations on office operation needs to include equipment, workflow and general troubleshooting. Responsible for the training and supervision of OPS. Assists Director with interpreting administrative and financial policies and procedures as they relate to the office of College of Medicine (COM) Public Affairs. Serves as the department representative for the COM Office of Public Affairs, Communications, and Alumni Relations and the Office of Development for all finance and administrative activities, and acts as first point of contact for transactional accounting and human resource needs.
Responsible for requisitions and purchasing of supplies for the previously mentioned offices. Serves as the travel representative for the above mentioned. Makes all necessary travel arrangements to include hotel, flights, car rentals, event registrations, etc. within the two offices. Processes travel authorizations, gathers documentation, and files reimbursement requests in accordance to the Florida State University policies and procedures ensuring travel arrangements and reimbursements are processed in a timely manner. Ensures proper signature, filing, and distribution of all travel documents.
Provides direct support to the COM Director of Public Affairs, Communications, and Alumni Relations, Assistant Dean for Development, and other staff within the Dean's office. Provides back-up assistance to the Dean's assistant. Responsible for a variety of communications and mailings supporting public affairs, communications, alumni and development activities to include updating databases, generating letters, preparing packets, special mailings, and tracking RSVP's for events. Assists with logistics of special events as needed, including deliveries, set-up, and breaking down (occasional evening and/or weekend hours). Facilitates efficiency among staff, enhances customer service and meets the needs of faculty, staff, students, and guests. Creates and maintains a current position procedure manual.
Serves as receptionist and main point of contact for the Office of the Dean, Office of Public Affairs, Communications, and Alumni Relations, and the Office of Development screening all telephone inquiries directed to the College of Medicine (COM) main line and routing callers. Greets visitors and refers them to appropriate staff. Must maintain an awareness of all COM departments and activities to facilitate referral of visitors and callers. Receives and distributes mail, including check/cash handling, within the previously mentioned offices, handles UPS and other mailings. Maintains two conference room calendars.
Works with the Office of Development maintaining donor records utilizing CRM. Assists with donor stewardship and alumni giving. Conducts internet research on prospective and current donors. Runs occasional errands for the previously mentioned offices requiring the operation of a motor vehicle. Performs other related duties as required to ensure the efficient operation of the office.
High school diploma/equivalency and four years of experience; or a combination of post-high school education and experience equal to four years.
Experience establishing and maintaining effective working relationships.
Experience with applicable computer programs such as Microsoft Word, Outlook, or other comparable programs.
Experience prioritizing, organizing and performing multiple work assignments simultaneously.
Experience maintaining accurate records and retrieving files from active/archive sources.
Experience performing accurately in a detail oriented environment.
Skilled in preparing clear and concise reports, procedures, correspondence, and/or other written materials.
Valid FL/GA Driver's License or the ability to obtain.
College degree preferred.
Experience using SharePoint.
Experience developing and implementing policies, procedures, goals, and/or objectives.
Experience demonstrating effective customer service and communicating effectively verbally and in writing.
Experience evaluating process effectiveness and developing change or alternatives.
Anticipated Salary Range
Anticipated salary is commensurate upon education and experience.
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 if attaching a resume.
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