Administrative Associate: Facilities & Projects Support

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

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