Administrative Specialist

Florida State University • Tallahassee, FL

34d

About The Position

Responsible for providing direct administrative support for the department. Provides reception and clerical duties, but in addition, is in charge of screening cases and informing potential clients of required documentation needed to file for immigration relief. Maintains an adequate stock of office supplies. Assists with using common spaces to promote faculty and student work. Responsible for functions related to department travel, updates, and advises department on policies. Creates department travel requests, assists with booking accommodation, and processes expense reports for faculty and guest travelers. Research, interpret, and advise the department on any travel policy updates. Maintains a Travel card for departmental travel purchases. Manage departmental HR functions to include completing new hire paperwork, submitting electronic personnel action forms, one-time payment forms, and dual comp forms. In addition, processes stipend/scholarships for students through the FS4U system. Responsible for functions related to Purchasing following Procurement policies and procedures as necessary to keep the departments operational with regard to office supplies, equipment, and services rendered by outside vendors. In addition, responsible for creating blanket purchase orders and internal purchase orders. Interprets and advises the department on purchasing policies and updates. Assists with Center for the Advancement of Human Rights clients to include the completion of adjustment of status forms for refugee clients and victims of crimes, applications for TPS and DACA recipients, and completes translations of key documents to be included in the applications. Supports department with event logistics including assisting in making reservations and working with vendors as well as providing day-of event support. Prepares the events by compiling relevant information and assembling physical documents for distribution to participants.

Requirements

• A Bachelor's degree and two years of experience; or a high school diploma or equivalent and six years of experience. (Note: a combination of post high school education and experience equal to six years.)
• This position requires successful completion of a criminal history background check.

Nice To Haves

• Familiarity with immigration forms.
• Ability to speak, read, and write Spanish fluently.

Responsibilities

• Provides direct administrative support for the department.
• Provides reception and clerical duties
• Screens cases and informing potential clients of required documentation needed to file for immigration relief.
• Maintains an adequate stock of office supplies.
• Assists with using common spaces to promote faculty and student work.
• Functions related to department travel, updates, and advises department on policies.
• Creates department travel requests, assists with booking accommodation, and processes expense reports for faculty and guest travelers.
• Research, interpret, and advise the department on any travel policy updates.
• Maintains a Travel card for departmental travel purchases.
• Manage departmental HR functions to include completing new hire paperwork, submitting electronic personnel action forms, one-time payment forms, and dual comp forms.
• Processes stipend/scholarships for students through the FS4U system.
• Functions related to Purchasing following Procurement policies and procedures as necessary to keep the departments operational with regard to office supplies, equipment, and services rendered by outside vendors.
• Responsible for creating blanket purchase orders and internal purchase orders.
• Interprets and advises the department on purchasing policies and updates.
• Assists with Center for the Advancement of Human Rights clients to include the completion of adjustment of status forms for refugee clients and victims of crimes, applications for TPS and DACA recipients, and completes translations of key documents to be included in the applications.
• Supports department with event logistics including assisting in making reservations and working with vendors as well as providing day-of event support.
• Prepares the events by compiling relevant information and assembling physical documents for distribution to participants.

Benefits

• 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Industry: Educational Services
• Number of Employees: 5,001-10,000 employees