Executive Assistant, Office of the VP for Research (2 Vacancies)

Job description

Job Title: Executive Assistant, Office of the VP for Research (2 Vacancies)
Location: Tallahassee, FL
Regular/Temporary: Regular
Full/Part Time: Full-Time
Job ID: 48764

The Office of the Vice President for Research seeks to fill the position of Executive Assistant.

Equal Employment Opportunity

An Equal Opportunity/Access/Affirmative Action/Pro Disabled & Veteran Employer.

FSU's Equal Opportunity Statement can be accessed here.

Responsibilities This position provides secretarial and administrative support services for the Office of the Vice President for Research (VP, Associate & Assistant VP's and other key personnel of the OVPR), including but not limited to, making travel reservations, preparing travel authorization requests and expense reports; Scheduling meetings and other commitments; Maintaining calendars; Preparing routine correspondence and reports; Planning and arranging meetings and other events, including collecting and preparing background materials; Responding to inquiries received; Assisting with the management of programs offered by the Office of Research, as well as administrative support of the Research Administration Management Portal.

Processes Purchase Orders and Receipts for the OVPR. Manages building and copier service requests; manages reservations for outside users for the OVPR Conference room. Serves as the Property Custodian for the OVPR, as well as backup to the campus access and security services. This position will also process Purchase Orders, Receipts and Travel for assigned units reporting to the VP for Research, as well as miscellaneous assignments as needed (i.e., preparing meeting materials, routine correspondence, etc.).

This position will provide additional assistance with Purchasing and Travel; as well as serving as a resource by interpreting and providing advice on travel and purchasing policies and procedures; Miscellaneous assignments as needed (i.e., preparing meeting materials, routine correspondence, etc.). Performs other assignments within the Office of Research including answering incoming telephone calls, collection and distribution of incoming mail, scheduling interviews, greeting and routing visitors within the Office of Research and ensuring that the front desk is covered in conjunction with the two other administrative positions in the OVPR. And other administrative duties as needed for the successful operation of the Office of Research.


High school diploma and six years of experience.

(Note or a combination of post high school education and experience equal to six years.)

Experience using Microsoft Office Suite, Word, PowerPoint, Excel, etc, or a similar platform.

Ability to multi-task and prioritize multiple work assignments simultaneously

Ability to demonstrate exceptional customer service skills

Ability to effectively communicate verbally and in writing

Experience with office practices, procedures and etiquette

Preferred Prior experience serving as an assistant in an executive level office, such as a Vice President, Dean, CEO, CFO, etc.

Prior experience in higher education

Other Information

Filling 2 vacancies; positions 00064289 and 00080832

Contact Info For information regarding the position please contact Brianna Marshall at [email protected]u.edu

University Information

One of the nation's elite research universities, Florida State University preserves, expands, and disseminates knowledge in the sciences, technology, arts, humanities, and professions, while embracing a philosophy of learning strongly rooted in the traditions of the liberal arts and critical thinking. Founded in 1851, Florida State University is the oldest continuous site of higher education in Florida. FSU is a community steeped in tradition that fosters research, encourages creativity, and embraces diversity. At FSU, there’s the excitement of being part of a vibrant academic and professional community, surrounded by people whose ideas are shaping tomorrow’s news!

Learn more about our university and campuses.

Anticipated Salary Range Salary will be commensurate with the selected candidate’s education and experience.

Pay Plan

This is an USPS (University Support Personnel System) position.

FSU Total Rewards

FSU offers a robust Total Rewards package. Visit our website to learn more about our Compensation, Benefits, Wellness, Recognition, and Employee Development programs.

Use our interactive tool to calculate Total Compensation options based on potential salary, benefits and retirement contributions, earned leave, and other employment-related perks.

Soft Money Funded Position

This is a soft money funded position, with renewal based on available funds and the needs of the University.

Schedule The schedule for this position is generally Monday – Friday 8:00am – 5:00p. On occasion incumbent may need to work nights or weekends for special events.

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, click here 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.




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Job No:
Posted: 5/3/2021
Application Due: 5/13/2021
Work Type: Full Time