Senior Administrative Specialist; Undergraduate Studies Dean's Office

Position: Senior Administrative Specialist (Undergraduate Studies Dean's Office)
Department

Undergraduate Studies

Responsibilities

* Responsible for providing administrative, executive, analytical, and fiscal support to the Office of the Dean of Undergraduate Studies.

* Provides executive support to the Dean across a variety of areas. Serves as the first point of contact for the dean and a liaison to campus and community stakeholders to include, but not limited to, university leaders, directors, faculty, staff, alumni, and community partners. Drafts communications for the Dean to internal and external audiences, to include: committee reports, special event announcements, and correspondence with alumni, donors, legislators, and University officials.

Reviewing correspondence on behalf of the Dean for completeness and accuracy. Facilitates the Dean's participation in the Faculty annual evaluation and promotion process. Provides basic HR support for faculty and staff that report directly to the Dean, including monitoring leave requests. Maintains files in cooperation with HR Rep.

* Manages workflow, determines priorities, coordinates meetings and travel arrangements for the Office of the Dean. Screens and refers visitors, phone calls and inquiries to the appropriate location or staff member. Helps to resolve administrative issues. Coordinates the dean's calendar, travel schedules, and travel reservations. Processes the dean's travel and expense reimbursements through Concur, reconciles the dean's travel card. Supports the Dean's initiatives by holding and using a University purchasing card.

Back up travel and procurement rep for other UGS departments. Facilitate Dean's List communication to eligible students. Serves as a Facilities liaison and assists with office moves and space renovations.

* Provide administrative support for designated division or university committees, work groups or task forces with duties varying depending on the group, and could include, but are not limited to, scheduling meetings, setting agenda items, taking minutes, and reporting on issues discussed. Assists with event planning and logistics for division-wide events or special engagements. Provide support to Honor Societies or student boards sponsored by the Office of the Dean.

* Supervises OPS personnel in the Dean's Office including hiring, training, assignments, and evaluations. Ensures office supplies are available for Dean's Office staff. Coordinates special projects related to UGS operations.

Qualifications

A Bachelor's degree and four years of experience; or a high school diploma or 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.

* Proficient in Microsoft Outlook with extensive experience with calendar maintenance.

* Competence with FSU systems, including financial 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.

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

Starting in the low to mid $50,000's, commensurate with education and experience.

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How To Apply

If qualified and interested in a specific job opening as advertised, apply to Florida State University at (Use the "Apply for this Job" box below). If you are a current FSU employee, apply via myFSU  Self Service.

Applicants are required to complete the online application with…