Job Title: Executive Assistant
Location: Tallahassee, FL
Full/Part Time: Full-Time
Job ID: 46347
Department FSU College of LawEqual 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 This position provides administrative support to the Assistant Dean for Administration at the College of Law, to include coordination of faculty & staff hiring processes, staff evaluative processes, planning and execution of law school events and conferences, calendar maintenance and travel arrangements, facilities use oversight, and compilation of data for reports to the university and external agencies. Serves as Dean's Office liaison to the Administrative Services, Faculty Support, Technology, Fiscal, and Student Journals offices. Supervises Dean's Office OPS support.
Assists the Appointments Committee with faculty hiring, to include travel arrangements and reimbursements, preparing materials, and organization of luncheons and/or receptions. Coordinates university hiring process for faculty and staff hires, to include creating job openings, maintaining job search files, assisting hiring committees, drafting offer letters, and documenting interview evaluations and applicant dispositions in OMNI. Advertises job openings with external agencies and tracks faculty applications received through non-OMNI job advertisements to ensure proper solicitation and documentation of EEO information.
Assists Administrative Dean with College of Law staff oversight. Serves as liaison to all employees/offices directly supervised by Administrative Dean, and relays information regarding issues or problems in these areas. Assists with staff evaluative processes and maintains confidential files of staff evaluative materials, disciplinary records, and other information such as requests for FMLA/parental leaves. Assumes extra responsibilities or deploys Dean's Office OPS staff to assist other offices during instances of extended leave or position vacancies.
Plans and executes special events at the College of Law, to include luncheons, receptions, conferences, and continuing education courses. Ensures events are on appropriate law school calendars and that all involved staff are aware of event responsibilities. Arranges planning meetings when necessary and delegates/supervises all aspects of events such as advertising, event registration, A/V requests, room and catering arrangements, special parking requests, materials preparation, and event staffing. Makes special arrangements as needed for events occurring outside normal business hours, coordinates travel arrangements and processes travel reimbursements for invited speakers and guests, and submits payment requests to Fiscal Office on behalf of event vendors or individual faculty and staff members. Maintains list of frequently used vendors and copies of past event menus and room set-up diagrams.
Oversees room scheduling and facilities use by College of Law faculty, staff, and students as well as other university and external entities. Manages room reservation system, provides information on room use policies, and informs appropriate staff of special use requests. Organizes and maintains event supplies and coordinates supply orders. Submits room setup requests to Building Services and coordinates table reservations for law school atrium. Ensures class schedule and exam schedule are correctly enters into room system each semester. Relays facilities issues to appropriate staff. Maintains list of faculty office assignments as well as faculty/staff phone list and Staff Facebook.
Complies data and reports for university and external agencies. Enters non-exempt FACET reporting for College of Law, completes faculty FACET reporting and assists with faculty Assignments of Responsibility (AORs) as needed. Assists with data entry for American Bar Association Annual Questionnaire and Site Evaluation Questionnaire, and updates/complies other reports as instructed by Administrative Dean. Coordinates office coverage with Assistant to Dean and Administrative Associate. Hires and supervises OPS staff, and trains OPS staff on office procedures and maintenance. Assists Dean, Academic Dean, or other administrators as needed.Qualifications A high school diploma or equivalent and six years of administrative and/or customer support experience are required, or a Bachelor's degree and two years of experience.
Applicants must be familiar with Microsoft Office (Outlook, Word, Excel, PowerPoint, Publisher) and Adobe AcrobatPro or similar software, have excellent oral and written communication skills, and be able to prioritize multiple work assignments simultaneously to meet deadlines. A demonstrated professional office demeanor, and the ability to interact with a wide variety of constituents including faculty, students, alumni and members of the legislature and the judiciary, is essential.Preferred A Bachelor's degree and prior experience with event planning and/or complex administrative support within higher education and/or the legal profession is preferred.
The College of Law prefers that applicants attach a cover letter and resume to the online application.Contact Info Catherine Miller
Assistant Dean for Administration
Florida State University College of Law
[email protected] Salary Range Anticipated salary range of $38,000-$43,000 depending on 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.
The College of Law prefers that applicants attach a resume and cover letter to the online application.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.