Executive Assistant, Advancement Services

Job ID: 58389

Full/Part Time: Full-Time

Location: Tallahassee, FL

Regular/Temporary: Regular

Department

FSU Foundation 

Florida State University will soon embark on its next comprehensive campaign. As the silent phase of the campaign begins, the Division of University Advancement is accelerating the hiring of additional Advancement Services professionals campus-wide and is excited to build out its team. For Advancement professionals who are interested in being a part of a comprehensive campaign from the beginning for their career development, the timing is ideal to join our team.

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

Provides high level administrative and executive support to the Associate Vice President for Advancement Services at the FSU Foundation. In all responsibilities, demonstrates a high level of professionalism and confidentiality in a fast-paced, high-volume environment while remaining flexible, proactive, resourceful, and efficient. Exercises independent judgment and discretion in determining matters meriting the AVP’s attention.

Direct Assistance

Coordinates, supports and assists with the established core initiatives and integration of the strategic mission and goals of the office of University Advancement/FSU Foundation. Interprets University policies and procedures and provides recommendations. Serves as a liaison to multiple internal and external stakeholders, including senior University leaders, vendors, and constituents. Assists in scheduling large meetings in addition to providing all essential materials as needed. Manages the AVP’s time through the development and coordination of a complex calendar, ensuring the AVP is apprised of all appointments and supplied with necessary documentation and preparation. Manages travel arrangements for the AVP and senior Advancement Services leaders as needed and reconciles P-Card statements accordingly.

Operations Implementation and Facilitation

Manages the daily operations of the AVP’s Office requiring the use of independent judgment and discretion while looking for ways to improve the effectiveness and efficiency of the office. Records, tracks, monitors and maintains financial information for Advancement Services team budgets. Provides support across Advancement Services teams for vendor/product contract reviews, invoicing, and payment. Provides records management and data retrieval for highly confidential information. Assists in managing requests for access to University Advancement systems from external users. Supports training and onboarding, including the creation and maintenance of an onboarding checklist and managing a training calendar for new and existing employees. Assists in the long range planning, developing, tracking, and reporting progress on annual plans and goals for Advancement Services teams. Serves as liaison to the offices of other University Advancement leadership team members.

Schedules, coordinates and prepares for executive and multi-stakeholder project meetings both internal and external and prepares all required materials for meetings. Assists, coordinates, and manages special projects and highly confidential information and assignments as required. Works in consultation with the AVP to review and edit talking points, presentations, and other documents as necessary. Supports both ad-hoc and standing project teams and committees related to data and systems governance, business process review, and other operational initiatives. Serves as primary vendor liaison and provides troubleshooting support for routine office equipment frequently used by Advancement Services teams. Will regularly interact with the highest levels of university leaders and constituents; maintains working relationships and communications with the offices of executive leaders across the university. Prepares agendas, schedules meetings and transcribes minutes.

Clerical Support

Provides administrative support to include preparation of correspondence, appointment scheduling, travel arrangements, preparation of itineraries and calendar maintenance for AVP and as needed for senior leaders within Advancement Services. Works to create efficiencies in the Office of the AVP. Composes memos, transcribe notes and minutes, and conducts research. Reads and evaluates incoming correspondence including mail, memos, submissions, and reports to determine their significance and plan their distribution. Organizes and maintains Office of University Advancement records and files. Maintains legal files, correspondence and other documentation ensuring materials are accurate and accessible for immediate use. Prepares departmental disbursement requests, reconciles and monitors expenditures. Makes copies, sends faxes, coordinates mailings and orders supplies as needed. Coordinates and works with vendors for supply needs and office materials. Protects confidential information.    

Qualifications

Bachelor's degree and two years of experience related to the duties of the position; or a high school diploma/equivalent and experience in the same equal to six years. (Note: post-high school education can substitute for experience at the equivalent rate.)  

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.

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.

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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.

Considerations

This is an A&P (Administrative and Professional) position.

This position requires successful completion of a criminal history background check.

This position is being advertised as open until filled. The hiring committee will review applications as received.

Applicants must upload a resume with their online application.