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Administrative Assistant

Employer
Florida State University
Location
Tallahassee, FL

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Job Details

Job Title: Administrative Assistant
Location: Tallahassee, FL
Regular/Temporary: Regular
Full/Part Time: Full-Time
Job ID: 52963
Department Northwest Regional Data Center (NWRDC)

The Distance Learning and Student Services division supports distance learning initiatives across the state offered by Florida’s higher education institutions and student services offered by FLVC, most of which are statutorily mandated and support Florida’s students, colleges, and universities. The team works with executive statewide leaders throughout the education system and institutions, to survey, develop and implement statewide initiatives and services. DLSS staff also regularly work with education leaders and colleagues in other states, regional compacts or national organizations in its area of expertise.

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 Provides direct support to external DLSS Member's Councils and other external special workgroups as needed. Manages online member council documentation and access to documents. Maintains the DLSS Members Council digital and online lists. Takes detailed notes/minutes during meetings and utilizes dictation recording equipment to prepare transcripts for use in preparing complex meeting minutes; Prepares committee related correspondence; assembles and organizes handouts, mailings, and meeting materials; utilizes meeting management skills to assist in planning and providing support for meeting breaks and meeting follow up activities; maintains official records of committee activities; keeps the DLSS Executive Director's Office workgroup informed of activities.

Provides support to internal meeting support for internal teams and other special teams (internal or external) and workgroups as needed. Supports ongoing activities and projects, as assigned. Develops agendas; creates minutes, reports, displays, and other team materials; documents the outcome of meetings and coordinates follow-up actions. Prepares written and verbal project status reports to DLSS senior management.

Works collaboratively with other executive support personnel to maintain ongoing administrative activities. Maintains administrative correspondence files and committee records for the DLSS executive office. Maintains electronic files in a standardized manner on a shared drive. Maintains the DLSS Calendar and contacts lists.

Prepares correspondence, memoranda, and reports for DLSS senior management; prepares statistical or narrative reports as needed. Prepares outgoing correspondence for mailing or electronic transmission. Photocopies and assembles documents for distribution as needed.

Performs work in support of business processes and projects, as assigned. Performs time-sensitive tasks and meets established deadlines; maintains effective communications with appropriate FLVC staff; maintains effective working relationships to ensure the success of the business processes and projects.

Assist the Sr. Administrative Specialist and Assistant Director in the development of emerging projects, new initiatives, and strategic planning processes.

Qualifications High School diploma or equivalency and two years of experience or a combination of post high school education and experience equal to two years.

Ability to communicate effectively verbally and in writing.

Ability to prioritize, organize and perform multiple work assignments simultaneously.

Knowledge of applicable computer applications and basic computer functions.

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.

Knowledge of video-conferencing and web-based meeting platforms such as TEAMS , Zoom or Webex.

Experiences scheduling and processing travel requests

Ability to travel

Helpful

The ideal candidate would have previous experience providing a range of administrative support for office staff, including correspondence, coordinating calendars, taking minutes, organizing and processing travel, managing documents and materials across an organization in a digital and physical environment, and setting up meetings and conference calls involving participants and speakers from in and out of state. The candidate should have experience with a variety of administrative tools.

A typical day in this position will involve working with DLSS staff in a collaborative, collegial manner on various projects, communicating with college and university representatives and scheduling, developing agendas and updating documents, organizing upcoming travel, and assisting the Executive Director and Assistant Directors with administrative tasks.

The first 60-90 days will primarily consist of learning about the organization, the DLSS initiatives and relationships, FLVC/FSU policies and operational procedures, and introductions to the member's council representatives and other constituent groups of FLVC.

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.

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

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.

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.

Re-advertisement

This position is being re-advertised. Previous applicants need not reapply.

Organization

Working at Florida State University

One of the nation's elite research universities, Florida State University — with the Carnegie Foundation's highest designation, Doctoral/Research University-Extensive — offers a distinctive academic environment built on its cherished values and unique heritage, welcoming campus on the oldest continuous site of higher education in Florida, championship athletics, and prime location in the heart of the state capital.

Combining traditional strength in the arts and humanities with recognized leadership in the sciences, Florida State University provides unmatched opportunities for students and faculty through challenging academics, cultural discovery and community interaction.

Underlying and supporting the educational experience at Florida State University is the development of new generations of citizen leaders, based on the concepts inscribed in our seal: Vires, Artes, Mores — Strength, Skill and Character.

Epitomized by recently named Rhodes Scholars Garrett Johnson and Myron Rolle — elite athletes and scholars committed to public service — and Joseph O'Shea — a campus and community leader as well as a top scholar — Florida State's 40,000 students are dedicated to academic excellence and providing leadership in our complex world.

Florida State University's 16 colleges offer more than 275 undergraduate, graduate, doctoral, professional and specialist degree programs, including medicine and law, covering a broad array of disciplines critical to society today. Each year the University awards over 2,000 graduate and professional degrees.

With its impressive breadth of leading graduate, professional and undergraduate programs, Florida State University is a demanding, intellectually stimulating, yet warm and caring environment for students and faculty. Recognized nationally for its commitment to diversity, Florida State University is a national leader in the number of doctorates awarded to African-American students and in the graduation rate of African-American undergraduates. Its College of Medicine and College of Law are ranked in the nation's Top 10 for Hispanic students.

Florida State University's arts programs — dance, film, music and theatre — rank among the finest in the world, offering an arts education comparable to leading conservatories. Its creative writing program is ranked among the nation's best and is home to the most consistently honored and published student body in the United States. Florida State is responsible for governance of the John and Mable Ringling Museum of Art and associated arts programs, one of the largest museum/university complexes in the nation.

Other programs consistently included in the top public university list include physics, chemistry, political science, psychology, criminology, public administration, library science, information, human sciences, business and law.

At the Ph.D. level, interdisciplinary programs draw on notable research faculty strengths that transcend the traditional disciplines, including neuroscience, molecular biophysics, computational science, materials science and research at the National High Magnetic Field Laboratory—home to the world's most powerful magnets.

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