Administrative Associate (English)

Florida State University; Tallahassee (FL); On-site; USD 32,000 - 42,000; Full time

Benefits offered by this job

Total Rewards package

Veterans' Preference

Job summary

Florida State University in Tallahassee seeks an Administrative Associate to provide high-level administrative support to the Department of English and assist the Department Chair. Responsibilities include calendar management, scheduling, correspondence, and coordinating faculty records, events, and daily office operations.

The ideal candidate will have a High School diploma with 3 years of experience, strong communication and organizational skills, and proficiency with common office software.

Qualifications

• High School diploma or equivalent with 3 years of experience.
• Post-high school education may substitute for experience at the equivalent rate.

Responsibilities

• Manage the Department Chair's calendar, scheduling meetings, maintaining documents, and coordinating communications with faculty, students, and staff.
• Welcoming visitors, answering office calls, reserving shared rooms, and handling department mail, deliveries, and shipping.
• Help organize faculty recruitment visits, including preparing schedules and arranging meetings.
• Prepare and track faculty work assignments and activity reports, checking records for accuracy, and ensuring required materials are submitted on time.
• Coordinate documents and deadlines for faculty evaluations, promotions, tenure, and reviews of tenured faculty, and submit materials with university offices.
• Maintain records of instructor qualifications and coordinate faculty participation in commencement ceremonies.
• Coordinate building access, keys, office moves, and space use, and maintain department signs and mailroom.
• Arrange maintenance and repairs for shared office equipment and stock supplies.

Skills

Clear communication

Customer service

Organization

Attention to detail

Prioritization

Team collaboration

Office software

Information gathering

Education

High School diploma

Tools

Microsoft Word

Microsoft Excel

Outlook

Job description

Job Title: Administrative Associate (English)
Location: Tallahassee, FL
Regular/Temporary: Regular
Full/Part Time: Full-Time
Job ID: 63638

Department of English | College of Arts & Sciences

Responsibilities

The Administrative Associate provides administrative support for the Department of English and serves as an assistant to the Department Chair. This role helps coordinate faculty records and reviews, manages scheduling and communications, and supports department facilities, events, and daily office operations.

In this role, you will be responsible for:

• Managing the Department Chair's calendar, scheduling meetings, maintaining documents, and coordinating communications with faculty, students, and staff.
• Welcoming visitors, answering office calls, reserving shared rooms, and handling department mail, deliveries, and shipping.
• Helping organize faculty recruitment visits, including preparing schedules and arranging meetings.
• Preparing and tracking faculty work assignments and activity reports, checking records for accuracy, and ensuring required materials are submitted on time.
• Coordinating documents and deadlines for faculty evaluations, promotions, tenure, and reviews of tenured faculty. Working with faculty and university offices to assemble and submit supporting materials.
• Maintaining records of instructor qualifications, assisting with faculty award submissions, and coordinating faculty participation in commencement ceremonies.
• Coordinating building access, keys, office moves, and space use. Maintaining department signs, bulletin boards, required workplace notices, and the mailroom.
• Arranging maintenance and repairs for shared office equipment and keeping common supplies stocked.
• Planning department events, including awards ceremonies, graduate student open houses, staff gatherings, and retirement celebrations. Arranging event spaces, catering, and setup.
• Providing backup support for department purchasing card transactions and ensuring purchases follow university policies and funding requirements.
• Supporting special projects and other administrative needs while maintaining accurate, confidential records and following applicable policies and regulations.

Qualifications

High School diploma or equivalent and three years of experience. (Note: post-high school education may substitute for experience at the equivalent rate.)

Preferred Qualifications

The English Department is seeking an individual who communicates clearly and effectively, possesses excellent customer service skills, strong organization, and attention to detail. The individual should be comfortable managing priorities, working collaboratively, using common office software, and gathering and organizing information.

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.

Anticipated Salary Range

Anticipated starting salary for the position is in the mid $30,000's.

FSU Total Rewards

FSU offers a robust Total Rewards package. Visit our FSU Total Rewards website to learn more about our 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.

A work sample will be conducted for applicants selected for interview.

Equal Employment Opportunity

FSU is an Equal Employment Opportunity Employer.