Job Title: Administrative Assistant
Location: Tallahassee, FL
Full/Part Time: Full-Time
Job ID: 45834
Department University Counseling CenterEqual 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 Supports the University Counseling Center (UCC) by coordinating customer service to internal and external constituents. Maintains and organizes all electronic and original document records for student clients. Functions as a back-up processor for Mental Health/Course Drop committee and Purchasing Rep. Serves as front desk receptionist for the department by providing service and assistance to internal and external constituents via multi-line phone, email, skype, and direct contact. Disseminates information regarding UCC Services. Assists with data entry/maintenance, standard queries and provides basic reports from University database system. Assists in facilitating department operations. Maintains effective office procedures at all times. Responsible for greating, assigning, and retrieving files for new and/or existing clients.
Consults with coworkers to protect sensitive and confidential information and to ensure ethical clinical procedures are followed. Maintains clinical files for the department. Provides general office support which includes but is not limited to maintaining the department copier and fax machine, distributing mail into staff mailboxes and preparing out-going mail for pick-up, message retrieval of the UCC's main phone line (644-8255), up-dating clinicians file/mailboxes. Delivers to and picks up materials from other university departments as needed. During peak season will process mental health withdrawal/course drop applications to meet increased demands. Provides administrative support to UCC Programs including but not limited to training programs and outreach programs. Provides administrative support to clinical staff as needed.
Serves as back-up purchasing agent for the UCC (requester & p-card proxy). Initiates requisitions and change orders for budget transactions into the purchasing module in OMNI; checks in orders as received and enters received dates of goods and services into OMNI in a timely manner. Responsible for staying abreast of all University Purchasing Policies and procedures. Creates updates and maintains departmental supply list and organization of department's storage areas. Responsible for documenting and maintain inventory and assists with property forms for UCC. Assists with human resources and payroll processes including payroll certification, time and leave entry/tracking, personnel appointments and recruiting during peak recruiting season.Qualifications High school diploma or equivalent and two years of related work experience.
Ability to give quality customer service.
Familiarity with office procedures and use of office equipment.
Ability to handle confidential information appropriately.
Ability to communicate effectively verbally and in writing.
Ability to maintain effective working relationships in a professional environment.
Computer skills to include experience with Excel, Word and Outlook.
Experience keeping accurate records/files and the ability to be detail oriented.
Ability to manage competing priorities and multi-task.
Ability to work in a professional environment and maintain confidentiality when necessary.Anticipated Salary Range Mid 20'sPay Plan This is an USPS (University Support Personnel System) position.Schedule If not otherwise specified, schedule is M-F, 8-5.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.