Senior Administrative Specialist

Overview

Job Title: Senior Administrative Specialist

Location: Tallahassee, FL

Regular/Temporary: Regular

Full/Part Time: Full-Time

Job : 61802

Department: The Graduate School

The Graduate School supports graduate students in every program at Florida State University. We provide assistance in academic matters, advice on University-wide degree requirements, information on the availability of financial assistance including assistantships, fellowships, and scholarships, as well as approval for theses and dissertations.

• Serve as direct assistant to the Dean. Report to the Assistant Dean and assist with administrative and financial operations, including programmatic support, purchasing, travel activities, inventory, and human resources.
• Assist the Dean of The Graduate School by managing the Dean's committees, calendar, scheduling and coordinating appointments, meetings, and consultations; compose, send, and monitor correspondence on behalf of the Dean.
• Assist with various financial, purchasing, and budgetary activities coordinated by The Graduate School and Center for Intensive English Studies (CIES). This includes creating requisitions and purchase orders, tracking payments in the General Ledger, managing day-to-day expenditures (including P-Card), and reconciling budgets for The Graduate School & CIES.
• Serve as Travel Representative for the Graduate School and CIES. Duties include processing travel authorizations, expense reports, and making air, hotel, and meeting reservations for faculty, staff, and students traveling on behalf of The Graduate School or CIES.
• Assist with overall administrative operations and some human resources functions, including recruitment, onboarding, termination, payroll, and time and leave records. Responsible for FACET. Provide assistance with some department-wide events.
• Manage office inventory and supplies, submit work requests to facilities or vendors, manage property, coordinate maintenance and repair of office machines, and handle correspondence. Assist with other administrative duties as assigned, including support for the Dean, Senior Associate Dean, and direct supervisor.
• Assist with surveys, contact lists, front desk reception, walk-in appointments, fellowships operations, waivers, and other student programs. This includes processing/sorting receipts and contracts, monitoring and responding to email aliases, and managing calendars.

Bachelor's degree and four years of experience; or a high school diploma/equivalent and eight years of experience. (

Note:

a combination of post-high-school education and experience equal to eight years.)

• Proven track record in office management, executive support, or higher education administration.
• Ability to manage multiple priorities, deadlines, and complex schedules.
• Strong written and verbal communication skills.
• Exceptional attention to detail with the ability to consistently deliver accurate work in a fast-paced, detail-oriented environment.
• Competence with Microsoft Office Suite, FSU financial, HR, and travel management platforms.
• Ability to handle sensitive information with integrity and professionalism.
• Skilled at anticipating needs, resolving issues, and supporting decision-making.
• Collaborative, diplomatic, and able to work effectively with faculty, staff, and external stakeholders.
• Adaptability to shift priorities and willingness to take on wide-ranging tasks.

Helpful

The ideal candidate is a detail-oriented professional who possesses a strong sense of initiative, excels in executive support and higher education administration, and brings proven skill in managing complex schedules, financial operations, and collaborative communication with various stakeholders.

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…