Administrative Associate

Florida State University; Tallahassee (FL); On-site; USD 38,000 - 52,000; Full time

Job summary

Florida State University in Tallahassee is seeking an Administrative Associate to provide essential support for the FSU Maintenance Department. The role greets visitors, answers project questions, routes calls, processes mail, and assists with payroll and timekeeping in AIM/OMNI.

You will help set up projects with estimates, timelines, and work requests, and coordinate vendor meetings. Responsibilities include maintaining project documents, ensuring proper paperwork flow, supporting policies for

Qualifications

• High school diploma or equivalent with at least three years of relevant experience.
• Valid Florida or Georgia driver's license or the ability to obtain one upon hire.

Responsibilities

• Serves as administrative support for the maintenance shops and greets visitors.
• Manages shop phone routing calls and takes messages as appropriate.
• Processes incoming and outgoing mail.
• Supports the Assistant Directors and Administrative Specialist.
• Prepares and maintains departmental payroll and timekeeping records in AIM/OMNI.
• Obtains information to set up projects including entering and tracking estimates, timelines and work requests for services.
• Setting up meetings between the University and vendors and monitors bids and contracts.
• Maintains all files, processes documents, invoices and transmits files to proper campus contacts.
• Maintains proper flow of paperwork and documentation per procedures and checklists.
• Coordinates with the University and departmental personnel on administrative matters.
• Assists with administering and maintaining policies that impact maintenance staff.
• Performs other duties in support of FSU Facilities Maintenance.
• Drives a University owned vehicle as necessary.

Education

High school diploma or equivalent

Job description

Job Title: Administrative Associate

Location: Tallahassee, FL

Regular/Temporary: Regular

Full/Part Time: Full-Time

Job ID: 63411

Department: FSU Maintenance Department

Responsibilities

Serves as the administrative support for the maintenance shops. Greets visitors, assists with questions related to projects, manages shop phone routing calls and taking messages as appropriate. Processes incoming and outgoing mail. Supports the Assistant Directors and Administrative Specialist. Prepares and maintains departmental payroll and timekeeping records, ensuring accuracy and making corrections in AIM/OMNI as needed.

Obtains information to set up projects including entering and tracking estimates, timelines and work request for services. Setting up meetings between the University and vendors. Ensures bids and contracts are monitored to ensure flow is maintained.

Responsible for managing documentation for projects. Maintains all files, processes documents, invoices and transmits files to proper campus contacts. Maintains the proper flow of paperwork and documentation in accordance with established procedures and checklists.

Coordinates with the University and departmental personnel on matter related to the administrative and operations of maintenance shops supported. Assists with the administering and maintaining policies and procedures that impact maintenance and shop staff.

Performs other duties as assigned in support of FSU Facilities Maintenance. Drives a University owned vehicle as necessary.

Qualifications

High school diploma or equivalent and three years of experience or a post high school education and experience equal to three years.

A valid Florida or Georgia driver's license or the ability to obtain one upon hire.

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 and encourages creativity. 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 Florida State University and our campuses.

FSU Total Rewards

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

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

Veterans' Preference

Certain service members and veterans, and the spouses and family members of such service members and veterans, Certain service members and veterans, and the spouses and family members of such service members and veterans, receive preference and priority, and certain service members may be eligible to receive waivers for post secondary 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 Veterans’ Preference eligibility requirements and Veterans’ Preference required documentation (PDF), or call FSU Human Resources at [phone].

Considerations

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

This position requires successful completion of a criminal history background check.

Equal Employment Opportunity

FSU is an Equal Employment Opportunity Employer.