Administrative Associate - UBA/Facilities

Florida State University; Tallahassee (FL); On-site; USD 36,000 - 48,000; Full time

Job summary

Florida State University is seeking an Administrative Associate for University Business Administrators - Facilities in Tallahassee. The role supports purchasing and procurement activities, serving as a P-Card holder and ensuring adherence to university policies.

The ideal candidate will manage requisitions, coordinate with vendors, and maintain accurate records while supporting daily facilities operations in a fast-paced environment.

Qualifications

• High School diploma or equivalency required with three years of experience or an equivalent combination of education and experience.
• Experience with purchasing processes and procurement compliance is expected.
• Proficiency with vendor selection and organizational purchasing policies is preferred.

Responsibilities

• Provides purchasing support for Facilities and processes procurement requisitions.
• Maintains P-Card responsibilities, ensuring proper documentation and reconciliation.
• Utilizes AIM and OMNI reports to track requisitions and ensure compliance with policies.

Skills

Purchasing

P-Card handling

Vendor management

Data entry

Procurement systems

Education

High School diploma or equivalent

Tools

AIM

SpearMart

OMNI

Job description

Job Title: Administrative Associate - UBA/Facilities

Location: Tallahassee, FL

Regular/Temporary: Regular

Full/Part Time: Full-Time

Job ID: 62833

Department

University Business Administrators - Facilities

Responsibilities

Provides purchasing support for Facilities. Processes procurement requisitions and serves as a P-Card holder.

• Processes purchase requisitions received from users via the AIM work order system. Performs departmental procurement functions for assigned commodities and/or services using the AIM system, SpearMart system, OMNI and University P-Card. This includes reviewing material requests, identifying vendors, and reviewing requisitions for accuracy, quotes, and use of preferred vendors in compliance with University Policies and State and Federal Laws. Processes requisitions to Purchase Orders including Change Orders. Assists with year-end procurement procedures. Evaluates vendors' ability to fill orders in a timely manner and recommends substitutions when necessary. Tracks requisitions until PO is issued by FSU. Enters vendor information for vendor profile approval. Responsible for monitoring general Facilities purchasing mailbox.
• Serves as a P-Card holder for Facilities departments. Maintains filing system of paid and unpaid P-Card charges by card holder. Initiates purchases as p-card holder, works with the vendors to ensure the order is placed correctly and resolves issues. Provides receipts in a timely manner to the p-card proxy for weekly and monthly reconciliation. Works with the p-card proxy to resolve any missing documentation or if there are questions about an invoice.
• Assists in ensuring a sound environment of internal controls and compliance by daily monitoring of purchasing activities. Utilizes AIM and OMNI queries and reports for tracking purchase requisitions and purchase orders to ensure compliance with University policies and procedures. Works closely with Procurement Services.

Qualifications

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

Preferred Qualifications

A highly qualified candidate will play a key role in supporting daily operations by maintaining exceptional attention to detail, delivering high-quality customer service, and managing multiple priorities in a fast-paced environment. This role requires strong multi-tasking abilities, accurate and efficient data entry skills, and a proactive approach to problem-solving. The ideal candidate is organized, dependable, and committed to supporting both internal teams and external clients with professionalism and care.

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 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.

Considerations

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

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

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

Equal Employment Opportunity

FSU is an Equal Employment Opportunity Employer.