Program Associate - Mechanical & Aerospace Engineering Department

Florida State University; Tallahassee (FL); On-site; USD 42,000 - 56,000; Full time

Job summary

Florida State University in Tallahassee seeks a Program Associate in the Mechanical & Aerospace Engineering Department. The role provides essential administrative support to the Chair and faculty, including preparing correspondence, formatting slides and handouts, and coordinating references for promotions and awards.

The position also manages meeting agendas and minutes, front desk operations, travel arrangements, time/leave coordination, payroll-related tasks, and records retention.

Qualifications

• High School diploma or equivalency and four years experience or a combination of post high school education and experience equal to four year

Responsibilities

• Prepares and reviews correspondence, creates and formats presentation slides and handouts for the Chair
• Assists Chair in soliciting references and recommendation letters for employment, faculty promotions, tenure, and various awards
• Drafts and distributes meeting agendas in advance, ensuring relevant topics are included
• Takes meeting minutes and ensures compliance with required specificity
• Coordinates and schedules meetings and conference rooms; manages scheduling conflicts
• Coordinates travel for Chair and Chair-led visits; assists departmental travel representative with travel for faculty, staff, and students
• Maintains front desk area; greets visitors; answers phones; directs inquiries to staff
• Oversees front desk duties including OPS, student, or FWS workers; assigns tasks and provides training
• Monitors office supply inventory and coordinates with departmental purchasing; handles mail and packages
• Submits work orders and coordinates with Facilities; requests keys and card swipe access; assists with property inventory
• Serves as departmental Time and Leave Coordinator; coordinates time entry and approvals for staff and OPS
• Reviews payroll cost center reports; communicates concerns and ensures retention of approved Payroll Certifications
• Coordinates with College of Engineering Dean's Office Central HR for international hires and work authorization; ensures compliance
• Maintains records retention including faculty annual reviews and meeting minutes; manages electronic and physical records; disposal in compliance with state and university policies
• Maintains Employment posters and FACET reports; coordinates recruitment, offers, reappointments, and personnel actions
• Assists faculty with P&T binder submission; coordinates AORs with Chair and faculty
• Helps with departmental events and special projects; backup P Card Proxy; supports travel/purchasing actions
• Performs other office administrative duties as assigned

Education

High School diploma or equivalent

Job description

Job Title

Program Associate - Mechanical & Aerospace Engineering Department

Location

Tallahassee, FL

Regular/Temporary

Regular

Full/Part Time

Full-Time

Job ID

63764

Department

FAMU-FSU College of Engineering - Mechanical & Aerospace Engineering Department

Responsibilities

Prepares & reviews correspondence, creates and formats presentation slides, and handouts for the Chair. Assists Chair in soliciting references and recommendation letters for employment, faculty promotions, tenure, and various awards. Drafts and distributes meeting agendas in advance, ensuring all relevant topics are included. Takes meeting minutes and ensures compliance with required specificity. Coordinates and schedules meetings and conference rooms. Proactively manages scheduling conflicts and prioritizes meetings based on the leadership's needs. Coordinates travel for Chair and Chair-led visits and assists the departmental travel rep with faculty/staff/student travel.

Maintains front desk area, ensuring visitors have a positive experience. Greets visitors and answers phones, directing inquiries to the appropriate staff. Oversees and guides individuals tasked with front desk duties including OPS, student, or FWS workers. Assigns tasks, provides training and support, and ensures that front desk operations run smoothly and efficiently. Monitors office supply inventory, ensuring that it is stocked by preparing Spearmart carts for the departmental purchasing representative. Handles incoming and outgoing mail and packages. Submits work order requests and coordinates with Facilities. Requests keys and card swipe access. Assists Property Manager and Property Custodian with property inventory.

Serves as the departmental Time and Leave Coordinator within FAMU and FSU systems. Coordinates time entry and approvals for staff and OPS, communicates discrepancies to the appropriate supervisor. Reviews biweekly payroll cost center reports, communicates concerns to the departmental Program Manager, and ensures retention of approved Payroll Certifications. Coordinates with the College of Engineering Dean's Office Central HR to ensure international hires and employees obtain and maintain work authorization and may begin work. Responsible for records retention, including faculty annual reviews, meeting minutes, and other departmental records, both physical and electronic. Responsible for records disposal in compliance with state and university.

Records Retention Schedules. Ensures proper placement of employment posters

Serves as FACET representative, distributing and ensuring FACET reports are completed in coordination with the COE HR team. Submits request to the College of Engineering Dean's Office for recruitment, job offers, reappointments and personnel actions, and monitors the progress of requested actions. Assists faculty with P&T binder submission and deadlines. Coordinates gathering, submitting, and approval of AOR's with Chair and faculty members.

Assists with departmental events and special projects. Backup P Card Proxy for departmental Program Manager and travel/purchasing representative. Other office administrative duties as assigned.

Qualifications

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

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, 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.

Background Check

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

Equal Employment Opportunity

FSU is an Equal Employment Opportunity Employer.