Job Title: Office Administrator
Location: Tallahassee, FL
Full/Part Time: Full-Time
Job ID: 46328
Department The Department of Student Governance & Advocacy cultivates environments of student engagement, inclusion, and experiential learning. We create and support tailored opportunities for students' personal and professional growth, where they practice leadership, use voice, manage funds and resources, and are actively engaged members of their community.
We believe that SGA offers students hands-on, experiential, outside of the classroom learning.
We believe that advising the students of SGA is a situational process of challenge and support.
We believe that diversity of thoughts, ideas, and identities bring a richer, more educational dialogue to leadership and the campus community as a whole.
We believe that all students have the potential to serve, lead, advocate on behalf of their peers, create change, and be positive financial stewards of their funds.
We believe that students learn through engaging in the leadership process and that the limitless opportunities within SGA is a venue to practice that leadership and hone their skills.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.pdfResponsibilities Serves as administrative support to the Department of Student Governance and Advocacy, coordinating on-boarding process for students and staff; office management, customer service, and document and process management. Assists with special projects, events and initiatives for the department as requested by the Senior Leadership team.
Serve as office manager for the department of Student Governance & Advocacy. Answer and refer all phone calls and inquiries at the Front Desk. Provide information and service to students, guests, administrators and faculty with impeccable customer service. Distributing incoming mail and packages as needed to staff and students. Maintain office supplies as necessary. Process requests, purchases, and travel for SGA Admin, following up on purchase requests, collecting receipts, and managing departmental needs with SGA Accounting staff. Ensures department follows necessary university rules and regulations in spaces, including Human Resources documents.
Provide direct support to the Director and Student Governance & Advocacy Leadership team with regards to administrative tasks and needs, including calendar and communication management; compose correspondence for the department as necessary, assisting with scheduling of appointments, meetings, and conferences as needed. Communicates with administrative and academic offices on matters to pertaining to the function of the department as necessary.
Processes all student bills and resolutions for the Student Senate and Congress of Graduate Students, ensuring proper signatures are received in accordance with Statutory requirements and that bills and resolutions are posted online and saved hard-copy for historical purposes. Monitors and tracks all documents. Files documents and sends to proper authorities as requested. Archives all information related to SGA documents accordingly.
Coordinates all activities associated with the employment of all staff and student positions within the Department including the advertising, HR paperwork, and on- boarding requests. Processes the SGA applications for all vacant student positions, both paid and unpaid. Prepares and processes appointment paperwork and maintenance of all employment files. Uses working knowledge of both university policies and procedures and SGA statutes in processing all documents. Responds to student queries; receives, verifies, and organizes applicant materials, submits documents to proper SGA and university officials. Manages dual comp and facet for all paid positions, and communicates with other departments as necessary. Oversees active student leader roster, payroll earning sheet, budget, cost center report, and certification. Maintains knowledge of Human Resource procedures.
Coordinates SGA fall and spring inauguration and staff trainings, retreats, and staff meetings in collaboration with Student Governance & Advocacy Leadership Team; including organizing the event; preparing invitations and script; ordering awards, supplies, and food; and managing the day of show. Collects information regarding new student leaders and processes accordingly. Supports departmental event coordination for campus-wide activities.
This position requires knowledge of the Student Body Constitution and Statutes, University rules, policies, and regulations, the A&S Fee Guidelines, and providing ongoing training to students and staff on policies, procedures, and University rules and regulations. Other duties as assigned.Qualifications High school diploma/equivalency and four years of experience.
(Note: post high school education and experience equal to four years.)
Basic mathematical skills.
Experience with office practices and procedures, including filing and the operation of standard office equipment.
Ability to demonstrate effective customer service skills
Ability to communicate effectively verbally and in writing.
Experience preparing clear and concise reports, procedures, correspondences, and/or other written materials.
Computer skills to include experience with Microsoft Word, Excel, Outlook, and PowerPoint or comparable software.Preferred Ability to interpret and apply related University policies, procedures, principles, and practices.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.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.