Job Title: Administrative Associate (#55716)
Location: Tallahassee, FL
Regular/Temporary: Regular
Full/Part Time: Full-Time
Job ID: 45462
Department Facilities Administrative ServicesEqual 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.pdfResponsibilities Provides executive level administrative support to the Facilities' Sr. Associate VP, Facilities Directors, and other Facilities staff.

Manages daily schedule for Sr. Associate Vice President for Facilities including coordination with the schedules of the University President and Vice President for Finance and Administration as well as Deans, Directors and Department Heads. Coordinates meetings for Facilities' Directors, and other Facilities staff as needed. Manages four departmental conference room schedules including webcasts, conference calls and executive staff meetings and resolves scheduling conflicts as appropriate. Manages departmental communications including website questions/comments, main Facilities phone line and mass email communications. Manages sensitive issues that require a high level of discretion and confidentiality.

Prepares monthly departmental reports for executive staff. Provides information requested by University departments and assists in preparing presentations and responses to inquiries. Monitors and reviews monthly telephone statement and coordinates telephone repairs/purchases as needed for Facilities Admin. Manages Facilities Liaison Officers' (FLO) program including disseminating information to all FLOs and coordinating the semi-annual campus wide FLO meetings.

Manages travel for Sr. Associate VP and other Facilities staff. Serves as Departmental Advisor on Travel and processes travel authorizations and expense reports; manages travel card application process. Registers Facilities executive staff for training/conferences including airline and hotel reservations. Interprets University policies and operating procedures.

Responsible for the bi-weekly time and leave entry and certification of executive staff and others, and conducts leave audits when required. Requests work orders and submits material requests in AiM for purchases and services as needed. Manages Facilities Foundation Accounts and provides quarterly analysis and report to Sr. Associate VP. Processes reimbursements and deposits as needed.

Manages monthly Facilities Communications Meetings including agendas, minutes, meeting notices and conference room set up and scheduling. Back up for Sr.
Administrative Specialist at bi-weekly Sr. Staff Meetings. Coordinates monthly Aesthetics Committee meetings including, meeting notices, agenda and meeting minutes. Maintains Facilities Information Brochure. Assists with periodic SACS and Strategic Initiatives and Goals reporting. Monitors and maintains online Departmental Telephone List. Other duties as assigned including but not limited to ordering office supplies, mail, copy machine maintenance and related duties.Qualifications High School diploma or equivalency and three years experience.

(Note: or a combination of post high school education and experience equal to three years.)

Experience with office practices, procedures, and etiquette.

Experience maintaining accurate records and retrieve files from active or archive sources.

Experience with filing practices to include numeric and alphabetic systems.

Knowledge of applicable computer applications, such as Microsoft Office Suite (Excel, Outlook, Word), and basic computer functions.

Experience performing basic mathematical calculations.

Ability to establish and maintain effective working relationships.Preferred Knowledge of and the ability to interpret and apply related University policies, procedures, principles, and practices.Anticipated Salary Range Salary commensurate with experience.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 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 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.