Job Title: Executive Assistant
Location: Tallahassee, FL
Regular/Temporary: Regular
Full/Part Time: Full-Time
Job ID: 52739
Department College of Law

Equal Employment Opportunity

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

FSU's Equal Opportunity Statement can be accessed at: https://hr.fsu.edu/sites/g/files/upcbnu2186/files/PDF/Publications/diversity/EEO_Statement.pdf.

Responsibilities

This position provides administrative support to the Associate Dean for Academic Programs and Student Advancement, to include calendars, travel, event planning, OPS staff oversight, data compilation, and maintenance of confidential/sensitive information. Assists with coordination of student programs and events. Serves as a liaison to the Office of Accessibility Services (OAS) and provides support services to students with ADA and related accommodations each year. Responsible for the scheduling, coordination and notification of 300+ student exams per year.

Plans and executes arrangements for special events, speakers and programs at the law school, including but not limited to guest speaker events, Orientation and Pro Bono programs, Professionalism+ Program, Graduation, and Summer for Undergraduates Program. Arranges planning meetings when necessary and monitors all aspects of events such as promotion, registration, AV requests, room scheduling/after-hours building access, speaker confirmation, material preparation and event staffing. Prepares related disbursement requests to pay vendors and speakers.

Provides primary support to Associate Dean for Academic Programs and Student Advancement. Handles all scheduling and calendar coordination for Associate Dean and Assistant Director, including scheduling student and prospective student appointments, arranging travel to speaking events, conferences, and other meetings. Handles office reimbursement requests. Makes sure that all major programming events for office are on law school website and room scheduling system, and do not conflict with other dates. Maintains confidential and highly sensitive student and bar examiner records, and compiles data for internal and external reports (bar passage, summer program alumni tracking, pro bono certification, and related bar-admissions data).

Serves as the office's initial point of contact with prospective and current students, alumni, faculty and general public. Responds to inquiries related to policies and procedures, as well as all events and programs. Communicates frequently with other departments to respond to specific inquiries.

Serves as a liaison to the Office of Accessibility Services (OAS) and provides support services to students with ADA and related accommodations. Works closely with Associate Dean and Assistant Director on the scheduling, coordination, notification and administration of 300+ student exams per year. Prepares the required accommodations paperwork for students seeking bar exam testing accommodations in various jurisdictions.

Hires and supervises OPS staff and trains staff on office procedures and maintenance. Also hires and trains law students who serve as mentors in Summer for Undergraduates Program and Orientation Programs each summer.

Qualifications A Bachelor’s degree and two years of experience in a legal, educational, office management or customer service field is required, or a high school diploma or equivalent and six years of the same experience. (Note: related post-high school education and/or experience may substitute at the comparable rate.)

Applicants must be extremely detail oriented, proficient with common office software (i.e. Word, Excel, PowerPoint, Outlook, Teams, Zoom) and able to quickly learn other programs. Must possess advanced knowledge of office practices, procedures, and etiquette, with a strong customer service orientation and a positive, friendly demeanor. The ability to communicate effectively, both verbally and in writing, and to prioritize, organize, and perform multiple work assignments simultaneously, is essential.

Preferred Prior experience in an academic or student support environment is preferred. Previous experience with program coordination is also preferred.

Contact Info Nancy Benavides

Associate Dean for Academic Programs & Student Advancement

Florida State University College of Law

nbenavid@law.fsu.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

Anticipated salary range $38,000-$42,000 depending upon 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.

Schedule This position works in the office 8am-5pm Monday-Friday, with a 1-hour break for lunch. Additional hours may be required during exam periods or 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.

The College of Law prefers that applicants attach a cover letter and resume to the online application.

Applicants who are planning to apply to law school at Florida State University will not be considered for this position.

Veterans' Preference

Certain servicemembers and veterans, and the spouses and family members of such servicemembers and veterans, receive preference and priority, and certain servicemembers may be eligible to receive waivers for postsecondary educational requirements, in employment by the state and its political subdivisions and are encouraged to apply for the positions being filled. Veterans' Preference applies to University Support Personnel System (USPS) positions only.

IMPORTANT: To claim Veterans' Preference, select “yes” to the question on the application questionnaire and upload a DD-214 (or equivalent), the Veterans' Preference Certification form, and other documentation if applicable with your online application before midnight of the position closing date.

Click the links for eligibility information and required documentation, or call FSU Human Resources at (850) 644-6034.

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.