Senior Administrative Specialist

Department

The Graduate School

The Graduate School supports graduate students in every program at the 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.

Responsibilities

Serve as direct assistant to the Dean. A direct report to the Assistant Dean responsible for assisting with administrative and financial operations including but not limited to programmatic support, purchasing, travel activities, inventory, human resources.

Serve as the assistant to the Dean of The Graduate School. This includes managing the Dean's committees, calendar, scheduling and coordinating appointments, meetings, and consultations as well as composing, sending, and monitoring correspondence via the Dean.

Assists with various financial, purchasing, and budgetary activities coordinated by The Graduate School and Center for Intensive English Studies (CIES). This includes, but is not limited to, creating requisitions and purchase orders, tracking that payments have cleared the General Ledger, assisting the management of day to day operations of expenditures (including P-Card), and any other assistance required relating to the reconciling of the Graduate School & CIES' budgets.

Serves as the Travel Rep 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.

Assisting the overall administrative operations and some human resources functions of The Graduate School. This includes assisting with recruitment, Onboarding, termination, payroll, and time and leave records. Responsible for FACET. Also provides assistance with some department-wide events.

Managing the office inventory and supplies, submitting various work requests to facilities or vendors, managing property, coordinating maintenance and repair of office machines, and handling correspondence. Assists with other administrative duties as assigned, which will include but not be limited to, assisting with any needed administrative and programmatic tasks of the Dean, Senior Associate Dean, and direct supervisor.

Assists with the with surveys, contact lists, front desk reception, walk in appointments, fellowships operations, waivers and other student programs held within the office. This will include, but not limited to, processing/sorting receipts and contracts. This will also include monitoring and responding to email aliases and managing calendars.

Qualifications

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.)

Preferred Qualifications

* 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.

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 our university and campuses.

Anticipated Salary Range

The anticipated salary for this position is around $50,000.00 annually, commensurate with education and experience.

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