Strategic Program Associate – MAE Dept

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

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.