Administrative Assistant

Position: Administrative Assistant (17685)
Florida A&M University's School of Allied Health Services is pleased to announce the acceptance of qualified applications for the Administrative Assistant vacancy.

Responsibilities

Perform administrative duties for completing daily assignments for division directors and staff which includes preparing clear and concise reports, policies, procedures, correspondences, and other written reports, and examinations;
Set up, maintains and files paper and electronic filing systems for student and program records, correspondences, and other printed material;
Assist the Division Director with admissions and graduate requirements in the Division of Physical Therapy based on the division curriculum;
Assist in the production and management of documentation required for accreditation, licensure, clinical and internship placement and contract maintenance processes;
Manage unit personnel/payroll processes for Graduate Assistants funded from the Office of Graduate Studies;
Serve as a Travel Representative to arrange conferences, meetings and create travel authorizations (TA), expense reports (ER) and cash advances (CA) for the Directors and faculty in the Division of Physical Therapy; and, ensure registrations, travel authorizations, expense reports and cash advance are fully executed.

Serve as liaison for visitors to the office;
Answer inquiries from students, faculty, campus administrators and external individuals who contact the office seeking information regarding the Divisions;
Direct inquires to the appropriate departments and individuals for prompt attention;
Open, reads, routes, and distributes incoming mail and other material to the appropriate Director and staff;
Operate and maintain office equipment such as scanners, copiers, and phone system, computer to create spreadsheets, word processing, database management and other applications;
Learn to operate new office technologies as they are developed and implemented;
Establish and maintain close liaison with university's administrative units such as:
Office of the President, Office of Provost and Academic Affairs, Human Resources, University Comptroller Office, Procurement Services and Office Sponsored Research;
Assist with internal and external events and other assignments as needed; and perform other related duties as assigned, to include construction of flyers, brochures and newsletters.

Minimum Qualifications

A high school diploma and seven years of related experience; or a combination of post high school education and experience equal to seven years.

Recommended Competencies

Knowledge of academic resources available to students;

Ability to communicate effectively, verbally and in writing;

Knowledge of and ability to interpret and apply related federal, state, and local laws, ordinances, rules and regulations;

Knowledge of the concept, principles and practices of management;

Knowledge of office practices, procedures, and etiquette; and,

Ability to prioritize, organize and perform multiple work assignments simultaneously.

Pay Plan

This is an USPS (University Support Personnel System) position.

Conditions of Employment

Successful candidate is subject to a pre-employment screening which includes a review of criminal records, reference checks and verification of education. An official college transcript, a high school diploma, or other educational documents must be submitted, where applicable, at the time of employment.

Only United States (U.S.) citizens or aliens who have a legal right to work in the U.S. are eligible for employment. Federal law requires proof of your authorization to work in the United States. You will be required to provide proof of your identity and employment eligibility within three (3) days of employment.

Section 110.1128, Florida Statutes, prohibits employment by the State (including re-hire after a break in service) of any male born after October 1, 1962, who failed to register with the Selective Service System, under the provisions of the U.S. Military Selective Service Act, during the person's period of eligibility (ages 18 through 25). Additionally, if currently employed by the State, this law prohibits the promotion of such person.

You may be required to provide documentation.

How To Apply

Applicants are required to complete the online application with all applicable information. Applications must include all work history and education details even if attaching a resume. If you are a current FAMU employee, you must apply through Self Service in iRattler. This search is being conducted under Florida law, including the Sunshine law and Public Records law.

Reasonable Accommodation

If you require a reasonable accommodation pursuant to the Americans with Disabilities Amendment Act (ADAA), please contact the Office of Equal Opportunity Programs at  at least ten (10) days prior to the start of the event. If you are hearing or speech impaired, please contact the University by calling TDD via FRS .

Equal Opportunity/Access

Florida A&M University is an Equal…