Program Associate - Mechanical & Aerospace Engineering Department

Florida State University; Tallahassee (FL); On-site; USD 32,000 - 52,000; Full time

Job summary

Florida State University is seeking an experienced administrative professional to support the Chair by preparing correspondence, formatting materials, coordinating meeting logistics, and managing references for employment, promotions, tenure, and awards. The role includes drafting agendas, recording minutes, and scheduling travel for Chair-led visits.

The candidate will maintain the front desk, greet visitors, answer phones, supervise front desk staff, monitor supplies, process mail, and

Qualifications

• High School diploma or equivalency required; four years of experience or a combination of post‑high school education and experience equal to four years.

Responsibilities

• Prepares & reviews correspondence, creates and formats presentation slides, and handouts for the Chair; assists in soliciting references and recommendation letters for employment, faculty promotions, tenure, and various awards; drafts and distributes meeting agendas; takes minutes and ensures specificity; coordinates meetings and conference rooms; prioritizes meetings based on leadership’s needs; coordinates travel for Chair and Chair-led visits.

Education

High School diploma or equivalent + 4 years experience

Job description

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!

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.

Equal Employment Opportunity

FSU is an Equal Employment Opportunity Employer.