Administrative Associate

Job description

Job ID: 44284

Full/Part Time: Full-Time

Regular/Temporary: Regular


Computer Science


Assists the Chair with daily operations of the office. Prepares correspondence and maintains the Chair's calendar. Screens main office calls and directs students, faculty, staff, and visitors to the appropriate offices. Keeps schedule for conference room in the department building. Assists the Chair in departmental meetings, distributes minutes and maintains records of all meetings. Responsible for organization of annual departmental faculty workshop. Responsible for ordering office supplies. Serves as key manager for department. Coordinates special events for the department including the CS Board of Advisors Annual meeting, Faculty Retreat reception, and colloquia. Communicates with visiting speakers to arrange hotel accommodations, processes paperwork for honorarium payments.

Responsible for Faculty Assignment of Responsibility. Serves as AOR representative, drafts and advances AORs for Chair review with faculty and creates amended assignments as needed. Creates and assembles faculty binders used in promotion and tenure process. Maintains CV systems used for promotion and tenure as well as re-accreditation process. Organize meetings for various faculty committees; works with departmental faculty evaluation committee in carrying out the charge of their assignments; maintains faculty evaluation files and 12-hour compliance files for audit.

Assist Chair with all faculty development and evaluation processes. Coordinates the annual evaluation process for the Chair; assist faculty with the completion of the Evidence of Performance documents each Spring and provides administrative assistance for the Chair and Evaluation Committee as needed in the faculty evaluation process .

Serves as travel representative for the Computer Science Department. Manages travel arrangements and itineraries for Department visitors and holds a Travel Card. Initiates Travel Authorizations, Cash Advances, Travel Reimbursements and non-employee travel profiles in OMNI/Concur for the Computer Science department. Monitors travel authorizations, cash advances, my Wallet and expense reports daily, ensures appropriate budget account is indicated, and assures all travel functions are in compliance with state and University policies and procedures using OMNI queries and reports.

Serves as the HR Transactional Rep processing all Faculty personnel actions, including recruiting, hiring, job opening packets, re-appointments, terminations, leave of absence, and sabbaticals. Coordinates new faculty moving contracts. Monitors hiring process to completion. Assists new faculty with paperwork and maintains all faculty files. Serves as time/leave representative, including maintenance of faculty staff leave files, and perform leave audits. Serves as time/leave representative, including maintenance of faculty staff leave files, and perform leave audits.

Act as liaison between Faculty and the Center for Global Engagement involving visa documents and appointments, coordinates with external legal counsel and FSU as required to ensure timely and accurate process of applications. Reviews the HR Cost Center report for payroll accuracy and may assist with other administrative functions related to the effective business operation of the department as necessary.


A high school diploma/equivalent and 3 years of experience or a combination of post high school education and experience equal to 3 years.

Experience with office practices and procedures.

Ability to meet project deadlines.

Ability to perform accurately in a detail-oriented environment.

Ability to prioritize, organize and perform multiple work assignments simultaneously.

Proven ability to establish and maintain effective working relationships.

Experience using Microsoft Word, Excel, and Outlook or equivalent software.

Anticipated Salary Range

Anticipated salary of upper $20,000s to low $30,000s - commensurate with experience.

Pay Plan

USPS (University Support Personnel System)

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 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.

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, 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:





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Job No:
Posted: 11/2/2018
Application Due: 11/16/2018
Work Type: