Senior Administrative Specialist

Florida State University; Tallahassee (FL); On-site; USD 45,000 - 55,000; Full time

Benefits offered by this job

Total Rewards package

Job summary

Florida State University in Tallahassee seeks an Executive Administrative Support professional for the Career Center. The role provides high-level executive support, coordinates campus-wide programs, and ensures smooth operation of space and calendars for multiple units.

The position requires a Bachelor's degree with four years of experience (or a high school diploma with eight years) and offers involvement in staff meetings, event planning, and front desk oversight.

Qualifications

• Bachelor's degree with four years of experience, or a high school diploma with eight years of experience.
• Experience coordinating campus-wide programs and events.
• Strong organizational and communication skills.

Responsibilities

• Executes coordination of campus-wide programs and supports the Career Center leadership.
• Recommends and implements internal procedures to improve administrative workflow and office systems.
• Manages space bookings, setup, and cleanup for courses, in-services and events.
• Maintains the internal master calendar and coordinates logistics between event leads, marketing, assessment, and tech support.
• Plans logistics for staff and leadership meetings; recruits and trains student desk staff.
• Oversees building operations and onboarding for new staff, including space access and equipment setup.

Skills

Executive support

Calendar management

Event coordination

Office operations

Education

Bachelor's degree

High school diploma or equivalent

Job description

Department

Career Center

Responsibilities

Career Center Executive Administrative Support

• Executive Support: Initiates coordination of campus-wide programs
• Administrative Strategy: Recommends and implements internal operating procedures to improve administrative workflow and office systems. Coordinates activities involving the Career Center units - Career Advising, Counseling, & Instruction (CACI), Experiential Learning (EL), Employer Relations (ER), and the Center for Career Research (CCR).
• Space Management: Serves as the primary administrator for room scheduling software. Manages room bookings, setup, and cleanup for academic courses, in-services and special events.
• Calendar & Event Operations: Proactively maintains the internal master calendar, clear communication channels, and logistics handoffs between event leads, marketing, assessment, and technology support teams.
• Staff Meetings: Plans and executes logistics for all internal staff meetings and leadership team meetings.

Dunlap Building Management & Operations

• Facility Oversight: Serves as the Building Manager for the Dunlap Success Center. Serves as the primary point of contact liaising directly with Facilities, Housekeeping, and Emergency Management Services (EMS) to resolve issues, oversee workspace readiness, and execute opening/closing procedures.
• New and Separating Staff Logistics: Facilitates process for new hires, including space preparation, welcome packages, space access (key and card swipe), and initial equipment setup.

CC Operations Support

• Assists the Administration and Operations team with operational deliverables, cyclical workflows, such as program reviews and career outcomes roadmaps, document management in Teams, and special projects.
• Interprets and administers office policy. Develops office procedures.
• Assesses operational needs, inventories supplies, gathers vendor quotes for equipment, furniture, print materials, and office supplies and makes purchases using a purchasing card.
• Provides backup coverage for contract management and P-Card proxies as needed.

Front Desk Oversight

• Recruits, hires, trains, and schedules student assistants to deliver high-level customer service at the second-floor reception area. Manages general email communications.

Qualifications

Bachelor's degree and four years of experience; or a high school diploma or equivalent and eight years of experience. (Note: post-high school education may substitute for experience at the equivalent rate.)

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 low $50,000'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.

Considerations

This is an A&P position.

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

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

Equal Employment Opportunity

FSU is an Equal Employment Opportunity Employer.