Administrative Specialist (Public Affairs & Communications - Medicine)
Job Title: Administrative Specialist (Public Affairs & Communications - Medicine)
Location: Tallahassee, FL
Full/Part Time: Full-Time
Job ID: 48327
Department Division of Public Affairs & Communications – College of MedicineEqual 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 Provide direct administrative, fiscal and programmatic support with daily management and coordination of activities for the College of Medicine Public Affairs, Communications and Alumni Relations Office and the Dean’s office executive staff. Reviews division activities and implements changes to support program initiatives and strategic plan. Responsible for communications and mailings, and the maintenance of databases to support such communications. Assists with interpreting, and advising on administrative and financial policies and procedures as they relate to the office of Public Affairs.
Serves as department representative for the Office of Public Affairs & the Office of Development, for all finance and administrative activities. First point of contact for transactional accounting and HR needs. Responsible for training and supervision of OPS employees. Responsible for requisitions and purchasing of supplies. Provides administrative support for the division to include completion of FACET, AORs, and faculty/staff evaluations. Manages time and leave entry process for faculty, staff and OPS, may approve time and leave as directed by the Director. Performs additional administrative tasks; processing of mail, conference room reservations, and scheduling of college-wide meetings (Support Staff, RMSC). Serves as travel representative for the division, processes and submits all travel authorizations, gathers documentation, and submits travel reimbursement. Makes all necessary travel arrangements to include hotels, flights, car rentals, etc. as needed for faculty and staff in accordance with FSU policies and procedures ensuring travel arrangements and reimbursements are processed in a timely manner. Promotes an atmosphere of teamwork in accomplishing the mission, goals, and the strategic initiatives for the division to include delivery of administrative and academic services for special projects or in meeting key departmental deadlines.
Serves as the event liaison for all College of Medicine departments, assisting in all phases of event planning wherever it is needed, from students to faculty and staff. Provides bi-annual training for student leaders about the event-planning process. Maintains an updated policies and procedures document in SharePoint to guide students and department administrative staff in event planning, seeking input and guidance in that effort from the Alumni Relations Manager. Answers questions and provides additional support related to events, as needed. Includes responsibility for understanding fiscal policies and ensuring necessary approvals and budgeting procedures have been followed.
Responsible for planning the faculty awards ceremony, the dean's annual holiday party, receptions, retirement celebrations and development events to include room namings and occasional friend-raising events held outside the college. Also responsible for events and visits involving outside groups, such as other FSU colleges, OLLI, the Institute for Successful Longevity and partners such as TMH. Additional events planning assistance as needed for activities related to the wellness committee, the growth of the Florida Medical Practice Plan and events such as Dean's Day and Second Look.
Provides administrative support for alumni events, including reunions, luncheons and residency fair, and assists with graduation events (reception and awards ceremony). Works with the security staff to ensure all details related to security staffing, parking, delivery and removal of tables and chairs and other tasks are covered for events being held at the college. Facilitates communication with security staff to ensure awareness about all events taking place at the College of Medicine. Assists with COM communications by writing copy for alumni news, invitations, brochures, flyers and promotional items, and with administrative planning in the development and updating of the college’s Virtual Tour. Organizes and updates COM Photo Archive. Responsible for reservations and usage of the College of Medicine pop-up tent and other branding displays used by students, faculty and staff. Includes ensuring such ancillary items remain in good condition and are maintained and repaired/renewed, as needed. Performs other related duties as required to assure the efficient operation of the office, position may require occasional evening and/or weekend hours for special events. Runs occasional errands for the previously mentioned offices requiring the operation of a motor vehicle.
Responsible for working with the Dance Marathon at FSU executive committee to coordinate DM meetings at the College of Medicine and for coordinating promotional activities in support of DM fundraising. Also responsible for coordinating annual DM check presentation ceremony and for coordinating the college's annual United Way campaign.Qualifications Bachelor's degree and two years’ experience or a combination of post high school education and experience equal to six years.
Experience demonstrating effective customer service skills.
Experience communicating effectively verbally and in writing.
Experience prioritizing, organizing, and performing multiple work assignments simultaneously.
Experience in preparing clear and concise reports, procedures, correspondence, and other written materials.
Experience with applicable computer software programs, such as Microsoft Word and Outlook.
Knowledge of office practices, procedures, and etiquette.
Valid Florida or Georgia Driver's License, or the ability to obtain prior to hire.
**Applicants must include a resume and cover letter with their application.**Preferred Experience writing, proofreading and editing information in various formats.
Experience developing and implementing policies, procedures, goals, and objectives.
Knowledge of and ability to interpret and apply related federal, state, and local laws, ordinances, rules and regulations.
Knowledge of and the ability to interpret and apply related University policies, procedures, principles, and practices.
Ability to maintain accurate records and retrieve files from active or archive sources. Basic filing practices to include numeric and alphabetic systems.
Knowledge of public relations practices.
Knowledge of the principles and practices of event planning and ability to coordinate, organize and evaluate meetings and/or events.
Experience in public speaking.
Experience training and directing the work of others.Other Information Writing samples are not required with the application, but are helpful to include.Pay Plan This is an A&P (Administrative and Professional) position.Schedule If not otherwise specified, schedule is M-F, 8-5.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.
**Applicants must include a resume and cover letter with their application**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.