Job Title: Administrative Associate
Location: Tallahassee, FL
Full/Part Time: Full-Time
Job ID: 48518
Department This position is located in the Florida Center for Reading Research (FCRR) located at Innovation Park.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 Responsible for general center administrative support and purchasing activities at the Florida Center for Reading Research. Provides purchasing functions for the center by submitting purchase orders, ordering items via P-card and receiving items in OMNI. Manages the front desk, greets visitors, answers phone calls, and receives deliveries and purchases. Supports the Regional Educational Laboratory (REL) by assisting the REL Senior Accounting Specialist with invoices and tracking backup documentation for REL accounting activities. Serves as a Travel Representative for REL travel.
Acts as the center Purchasing Administrator with all center purchases. This includes submitting purchase requisitions in SpearMart from SharePoint submissions, purchasing items using FSU Purchasing Card for allowable purchases, as well as tracking and receiving P.O.s in OMNI for University payment. Communicates with department Budget Manager and Project Managers regarding any project restrictions. Communicates status of delivered items and updates status in SharePoint. Manages all purchase order requests for REL SE consultants which includes tracking of work completion, communication with REL staff, invoice submission and payment processing.
Responsible for the management of the center’s front desk area which includes answering center related calls, greeting guests, as well as the tracking and ordering of center funded office supplies. Responsible for all receiving and delivery activities for center.
Manages the logistics of all REL Travel for REL individuals, group travel and REL Governing Board Members. Makes reservations, prepares, calculates, audits, and submits Travel Authorizations, Travel Expense Reports, Payment Request Forms, and Travel Purchase Orders in accordance with Florida State statutes, Federal grant and contract regulations, University, and departmental policies and procedures. Reviews and reconciles all travel reimbursement requests for the REL contract in the FSU Concur system to help ensure appropriate budgetary billing.
Assists REL Senior Accounting Specialist with monthly invoice preparation including preparing departmental accounting spreadsheets and collection of associated backup documentation. Responsible for maintaining and organizing a voluminous internal repository for backup documentation on REL invoices. Other duties as assignedQualifications High school diploma or equivalency and three years of work experience; or a combination of post high school education and experience equal to four years of experience.
(Note: Higher education may substitute for experience at the equivalent rate.)
Ability to communicate effectively verbally and in writing.
Ability to establish and maintain effective working relationships.
Ability to gather, interpret, report and/or edit information.
Ability to listen and record accurate information.
Ability to perform assigned responsibilities with minimal to moderate supervision.
Familiarity with Microsoft Office applications (Outlook, Word, and Excel).Preferred Previous experience working in a grant funded center.
Previous experience working with purchasing and/or travel systems.
Familiarity with basic office systems.Contact Info Lee Howell
[email protected] Salary Range Salary will be commensurate with experience.Pay Plan This is an USPS (University Support Personnel System) position.Soft Money Funded Position This is a soft money funded position, with renewal based on available funds and the needs of the University.Schedule If not otherwise specified, schedule is Monday-Friday, 8:00 am-5:00 pm.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.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.