Administrative Specialist- Planning, Design & Construction (2 Vacancies)

Job Title: Administrative Specialist- Planning, Design & Construction (2 Vacancies)

Location: Tallahassee, FL

Regular/Temporary: Regular

Full/Part Time: Full-Time

Job ID: 62190

Department

Planning, Design & Construction

Responsibilities

• Draft, update, copy, print, scan, review, distribute, mail, file, and maintain records for projects and ensure compliance with established procedures, including, but not limited to Project Budgets, Bids, Notice of Award, Notice to Proceed, Insurance, Bonds, Agreements, Amendments, Change Orders, Substantial and Final Completion Certificates, Claims, Project Close Out, and other project documents and processes. Manage sensitive matters with a high level of confidentiality and discretion, especially decisions directly impacting the operations of the University.
• Provide administrative support to Planning, Design & Construction unit in a fast-paced, multiple-priority, and multiple assignment environment, ensuring project progress and compliance with established procedures. Proactively assist in routine administrative procedures, processing requirements, and statutory recordkeeping, and other administrative duties as assigned. Ability to prioritize, organize, and simultaneously perform multiple tasks of varying and competing deadlines. Provide assistance to staff regarding governing institutional, statutory, and Board of Governors' policies and/or regulations and department reporting as necessary.
• Provide departmental support for Human Resource requirements, including but not limited to hiring duties. Prepare forms for advertising open positions within Planning, Design & Construction. Schedule candidate interviews. Perform reference checks on candidates. Prepare documents as required for ePAF. Manage sensitive matters with a high level of confidentiality and discretion, especially decisions directly impacting the operations of the University. Perform other HR, hiring, and administrative duties, as assigned.
• Coordinate and schedule project and departmental meetings. Manage (including communication) document coordination between the University, Design Professionals, Consultants, Contractors, other Vendors, University departments, and regulatory agencies as necessary. Draft, update, copy, print, scan, review, distribute, mail, file: permits, meeting minutes, transmittals, letters, schedules, presentations, website content, email correspondence, and any other departmental and project-related information and documentation. Ensure submitted documents comply with University requirements. Retrieve filed or archived information and documents as necessary.
  
  

Qualifications

• Bachelor's Degree and two years of experience or a high school diploma or equivalent and six years of experience. (Note: or a combination of post-high-school education and experience equal to six years.)
  
  

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 and encourages creativity. 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.

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.

Applicants are required to upload a current resume

Considerations

This is an A&P position.

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

This position is advertised as open until filled.

Equal Employment Opportunity

FSU is an Equal Employment Opportunity Employer.