Senior Administrative Specialist- Planning, Design & Construction

Job Title: Senior Administrative Specialist- Planning, Design & Construction

Location: Tallahassee, FL

Regular/Temporary: Regular

Full/Part Time: Full-Time

Job ID: 62221

Department

Planning, Design & Construction

Responsibilities

• Serves as the first point of contact for the PD&C office, providing administrative and executive support to the Chief of Construction and Director of Project Management. Answers incoming calls (providing responses and/or redirecting), file management (for correspondence, reports, and filing), and problem-solves the day-to-day operations of the office. Handles all aspects of their calendars, including scheduling appointments and group meetings. Monitors emails to support daily operations and enters new project requisitions into the office project management system. Maintains and updates the PD&C website to include announcements, updates, upcoming events, and policies, etc. Responsible for maintaining current documents and information in SharePoint in an effective manner to easily locate information.
• Oversee administrative processes and office policies. Ensure contract compliances are issued and received in a timely manner through detailed tracking. Assist in processes related to project bidding, amendments, change orders, and project close-out. Track and ensure compliance with established procedures, including, but not limited to: Notice of Award, Notice to Proceed, Insurance, Bonds, Subcontractor Lists, Substantial and Final Completion Certificates, etc. Manage sensitive matters with a high level of confidentiality and discretion, especially decisions directly impacting the operations of the University. Track and maintain lists of contract claims, close out items, etc., as required.
• Supervises administrative office support positions and OPS personnel. Responsible for hiring, training, assignments, and evaluation. Oversees special projects as assigned by the Chief Construction Officer.
• Responsible for direct support in the pre-planning, organizing, and development of special projects. Works with a wide variety of constituents to assess programmatic needs in support of projects, assess program initiatives, and assist with the development of new programs and strategies. Provides direction for the planning and promotion of department activities and the establishment of ongoing program development. Plans, organizes, directs, and oversees administrative functions related to the development and ongoing management of department initiatives.
• Responsible for all functions related to travel arrangements for the Vice President for Finance & Administration, including making travel arrangements, obtaining receipts, and keying travel authorizations and expense reports in OMNI. Travel and/or scheduling will involve activities on-campus as well as off-site locations.
  
  

Qualifications

• Bachelor's degree and four years' experience or a high school diploma or equivalent and eight years of experience. (Note: or a combination of post high school education and experience equal to eight 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.

Anticipated Salary Range

The anticipated starting salary range is $50,000 - 65,000, 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.

Considerations

This is an A&P position.

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

This position is open until filled.

Equal Employment Opportunity

FSU is an Equal Employment Opportunity Employer.