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Administrative Assistant/Receptionist

Employer
Florida State University Foundation
Location
Florida, United States
Salary
Salary Not specified
Closing date
Jun 4, 2021

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Job ID: 48859
Full/Part Time: Full-Time
Location: Tallahassee, FL
Regular/Temporary: Regular

Department
FSU Foundation

 

Equal Employment Opportunity

An Equal Opportunity/Access/Affirmative Action/Pro Disabled & Veteran Employer.

FSU's Equal Opportunity Statement can be accessed at: https://hr.fsu.edu/sites/g/files/upcbnu2186/files/PDF/Publications/diversity/EEO_Statement.pdf.

Responsibilities

General responsibilities include administrative support for Executive Vice President’s office and Foundation, the preparation of departmental disbursements, record keeping, tracking purchasing card expenditures and vendor contracts, supply order and supply inventory for all of Foundation, greeting visitors, and handling incoming calls. The Administrative Assistant / Receptionist will work 40 hours per week (Monday – Friday from 8:00 a.m. - 5:00 p.m.). This individual will be expected to uphold and exemplify the operating practices and mission of the Foundation.

Front Lobby Management

Manages the front lobby area and maintaining an orderly environment. Handles a multi-line incoming phone system, transferring calls as appropriate. Receives and directs visitors. Follows established procedures in receiving and distributing checks. Follows established procedures in receiving cash deposits. Ensures adherence to visitor/vendor sign-in practices and security features. Assists with meetings and events as needed. Protects confidential information. Perform other related duties as required and assigned.

Administrative Support

Provide administrative support to the Executive Vice President’s office, prepares correspondence, departmental disbursement requests, tracking purchasing card expenditures, monitors expenses, may assist with monthly budget reconciliation, and tracks vendor contract spending.  

Shipping/Receiving/Supplies

Prepares outgoing FedEx and UPS parcels for pick-up and receives / routes said deliveries and maintains daily log documenting said delivery and pick-up information. Provides administrative support, which may include preparation of correspondence, making copies and sending faxes, to all Foundation departments as needed. Orders office supplies and monitors inventory control, preparing said disbursement requests. Prepares mail using university postal service guidelines, facilitates daily mailings to on-campus personnel.

Qualifications

High school diploma/equivalent and two years of experience. (Note: post-high school education can substitute for experience at the equivalent rate.)

Experience maintaining effective communications via telephone and email.

Experience with writing, proofreading, and editing business correspondence.

Excellent organizational, customer service, and communication skills.

Ability to interact professionally with a wide variety of constituents.

Computer skills to include experience with Microsoft Outlook, Word, and Excel PowerPoint or equivalent software.

Experience prioritizing, organizing and performing multiple work assignments simultaneously and in a detail oriented environment.

Ability to perform assigned responsibilities with minimal to moderate supervision.

Ability to handle confidential, sensitive information with the highest degree of professionalism.

Commitment to best practices of equity, diversity and inclusion.

*Applicants must upload a cover letter & resume with their online application.*

Preferred

Bachelor’s degree preferred.

Professional demeanor with a teamwork approach and a can-do, assertive philosophy.

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, encourages creativity, and embraces diversity. 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.

Pay Plan

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

FSU Total Rewards

FSU offers a robust Total Rewards package. Visit our website to learn more about our Compensation, Benefits, Wellness, Recognition, and Employee Development programs.

Use our interactive tool to calculate Total Compensation options based on potential salary, benefits and retirement contributions, earned leave, and other employment-related perks.

Schedule

The Administrative Assistant/Receptionist will work 40 hours per week (Monday – Friday from 8:00 a.m. - 5:00 p.m.).

Criminal Background Check

This position requires successful completion of a criminal history background check. The background check will be conducted as authorized and in accordance with University Policy 4-OP-C-7-B11.

How To Apply

If qualified and interested in a specific job opening as advertised, apply to Florida State University at https://jobs.fsu.edu. If you are a current FSU employee, apply via myFSU > Self Service.

Applicants are required to complete the online application with all applicable information. Applications must include all work history up to ten years, and education details even if attaching a resume.

Veterans' Preference

Certain service members and veterans, and the spouses and family members of the service members and veterans, will receive preference and priority in employment and are encouraged to apply for the positions being filled. For information on who may be eligible for Veterans' Preference, click here or call FSU Human Resources at (850) 644-6034.

IMPORTANT: In order to claim Veterans' Preference, applicants must upload a DD-214 (and other documentation, as applicable) with their online application prior to the closing date of the job opening.

Tobacco Free Campus

Effective January 1, 2014, tobacco use, including simulated tobacco use, is prohibited on property, interior and exterior, owned or managed by Florida State University. This policy applies to all Florida State University students, employees, consultants, contractors, visitors, and external individuals.

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