Administrative Assistant (Sarasota RMSC - Medicine)
Job Title: Administrative Assistant (Sarasota RMSC - Medicine)
Location: Sarasota, FL
Full/Part Time: Full-Time
Job ID: 48361
Department Sarasota Regional Medical School Campus – 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 Assists with event logistics throughout the year for meetings, dinners, graduation, etc. Duties include maintenance of mailing lists, preparation of invitations and nametags and serving as main point of contact for RSVP's. Incumbent will be required to work evening and weekend hours as needed to assist with meetings and special events.
Serves as receptionist and main point of contact for the College of Medicine Sarasota Regional Campus screening telephone inquiries and routing callers. Greets visitors and refers them to appropriate staff. Maintains campus calendar. Must maintain an awareness of all regional campus functions and activities to facilitate referral of visitors and callers.
Provides administrative and clerical support to the Regional Campus Dean, Assistant Director and Clerkship Directors to include, but not limited to: composition of correspondence; assisting with a variety of communications and mailings, faxing, printing/photocopying; and special projects. Opens, sorts and routes correspondence to appropriate faculty, staff, and students. Processes checks received for gift transmittals for Foundation deposits in accordance with University and COM guidelines for proper cash handling. Develops and maintains databases/mailing lists for media, public relations, and community outreach.
Makes all necessary travel arrangements, to include: hotel, flights, car rentals, etc. for faculty, staff, and students processing travel authorizations, gathering documentation, and filing reimbursement requests in accordance to the Florida State University policies and procedures ensuring travel arrangements and reimbursements are processed in a timely manner. Ensures proper signature, filing, and distribution of all travel documents.
Runs occasional errands requiring the operation of a motor vehicle. Serves as an exam proctor as needed. Performs other related duties as required to assure the efficient operation of the office.Qualifications High school diploma/equivalency and two years of experience.
(Note: or a combination of post-high school education and experience equal to two years.)
Experience demonstrating effective customer service skills.
Experience communicating effectively verbally and in writing.
Experience establishing and maintaining effective working relationships.
Experience performing accurately in a detail oriented environment.
Experience performing basic mathematical calculations.
Experience following written and oral instructions.
Experience with Microsoft Word, Excel, and Outlook or equivalent software.
Ability to work evening and weekend hours as needed to assist with meetings and special events.
Valid FL or GA Driver's License or the ability to obtain prior to hire.Preferred 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 office practices, procedures, and etiquette.Other Information This position is located in Sarasota, FL.Pay Plan This is an USPS (University Support Personnel System) position.Schedule Monday - Friday, 8:00 a.m. - 5:00 p.m.; however, incumbent will be required to work evening and weekend hours, as needed, to assist with meetings and special events.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.