Executive Assistant To Dean Of Libraries

Job Title:Executive Assistant to Dean of Libraries
Location: Tallahassee, FL
Regular/Temporary: Regular
Full/Part Time: Full-Time
Job ID: 57584
Department

Strozier Library

Responsibilities

This position provides key administrative support to the Dean and the Associate Dean of Administrative Services and manages the administrative suite of FSU Libraries under the direction of the Associate Dean of Administrative Services.

Regular duties include:

• Provides administrative support to include calendar maintenance, scheduling meetings and appointments, and coordinating travel arrangements.
• Transcribes meeting notes/minutes, compiles agenda items and sends appropriate notices.
• Performs final proofing on letters, reports, and official documents. Designs and maintains filing system for the dean and administration.
• Tracks projects to ensure deadlines are met and prepares reports.
• Exercises judgement in screening and referring visitors, phone calls and inquiries.
• Resolves problems or routes to appropriate personnel.
• Approves time entry as needed.
• Distributes mail and correspondence and orders and maintains supplies.
• Maintains the administration suite ensuring it is orderly and clean.
• Assists with special projects and events.
• Serves on the Faculty Senate Library Committee as minute taker.
• Monitors and coordinates libraries list serves.
• Supports the Director of Library Development and the Marketing Department by assisting with the planning, promotion, and coordination of special events.
• Arranges and coordinates travel and lodging accommodations for visitors including employee candidates and guest speakers.
• Coordinates meal reservations.
• Supervises part-time employees and coordinates office coverage with other administrative units.
• Other duties as assigned.

Qualifications

A high school diploma or equivalent and six years of experience. (Note: post high-school education and/or experience may substitute at a comparable rate.)

Preferred Qualifications

• Ability to utilize problem solving skills.
• Knowledge of and ability to interpret and apply related federal, state, and local laws, ordinances, rules and regulations.
• Ability to prioritize, organize and perform multiple work assignments simultaneously.
• Ability to understand and follow written and oral instructions.
• Knowledge of applicable computer software and operating systems.
• Knowledge of the principles and practices of event planning and ability to coordinate, organize and evaluate meetings and/or events.
• Knowledge of and the ability to interpret and apply related University policies, procedures, principles, and practices.
• Ability to establish and maintain effective working relationships.
• Ability to gather, interpret, report, and/or edit information.
• Ability to demonstrate effective customer service skills.
• Ability to perform accurately in a detail-oriented environment.
• Ability to meet project deadlines.
• Ability to listen and record accurate information.
• Knowledge of office practices, procedures, and etiquette.
• Ability to communicate effectively verbally and in writing.
• Ability to maintain accurate records and retrieve files from active or archive sources. Basic filing practices to include numeric and alphabetic systems.

Contact Info

Susannah Miller, Associate Dean of Administrative Services

scmiller@fsu.edu

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.

Anticipated Salary Range

Starting salary of $47,000, commensurate with education and experience.

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.

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 such service members and veterans, receive preference and priority, and certain service members may be eligible to receive waivers for post secondary educational requirements, in employment by the state and its political subdivisions and are encouraged to apply for the positions being filled. Veterans' Preference applies to University Support Personnel System (USPS) positions only.

IMPORTANT: To claim Veterans' Preference, select “yes” to the question on the application questionnaire and upload a DD-214 (or equivalent), the Veterans' Preference Certification form, and other documentation if applicable with your online application before midnight of the position closing date.

Click the links for eligibility information and required documentation, or call FSU Human Resources at (850) 644-6034.

Considerations

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

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

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.