This position oversees two Administrative Services Centers at the College of Law.
Hires and supervises Administrative Services OPS employees, conducts annual property inventory, and serves as law school Key Manager.
Manages all USPS, UPS, and inter-office mail, including daily errands, maintains inventory of event and office supplies for use by all law school employees, and directs daily facilities inspections. Coordinates and physically helps with event setups, enters manual door scheduling into cCure, and serves as back-up Facilities Manager.
Serves as primary contact for administrative services needs of all faculty & staff at the College of Law. Supervises and trains OPS employees on all procedures related to mail, inventory, and facilities, ensuring that both Administrative Services Centers are fully staffed and operational during business hours.
Directs daily inspections of all law school classrooms, ensuring that missing supplies are restocked, unauthorized signage is removed, and repairs needed to furniture, fixtures and equipment are reported.
Submits facilities work orders and communicates cleaning issues to university custodians. Develops and communicates systems to ensure timely and efficient receipt, sorting and distribution of all mail, packages, and daily campus errands, to include an in-person distribution of all overnight/express packages, and serves as primary law school liaison to U.S. Post Office, FSU Postal Services and UPS/FedEx.
Maintains readily available USPS and UPS shipping supplies and assists with shipping as needed. Maintains schedule and assigns drivers for law school van requests, to include daily campus errands and airport pick-ups and drop-offs for law school guests.
Manages inventory for College of Law, to include capital property and attractive items as well as furniture and office supplies. Serves as departmental inventory taker, ensuring100% accuracy on annual property inventory.
Maintains office supplies in both Administrative Services Centers, tracking and reordering items as necessary.
Assists Technology and other offices in identifying and properly tracking attractive items. Ensures supply closets are cleaned, maintained, and clearly labeled, and that all break rooms are regularly stocked with coffee supplies, paper towels, and cleaning items such as dish soap and sponges. Arranges office cleanings in preparation for incoming faculty and staff, checking all office furniture to ensure it is in good working condition.
Coordinates with hiring supervisors to order and purchase letterhead, business cards, name plates and name tags as needed.
Submits office key orders through main campus Key Shop. Assigns mailboxes and issues mailbox keys to faculty, staff, offices, and student Oversees inventory of event supplies such as beverages, tablecloths, napkins, cups, plates & utensils.
Arranges for delivery of supplies to office suites and/or event rooms as needed and retains records of spending on event supplies.
Programs electronic door access for classes and events, and manually unlocks conference/seminar rooms and guest offices, based on class and event schedules.
Coordinates event set-ups, directing OPS employees and/or Building Services to ensure set-ups are timely and correct. Assists Facilities Manager in preparing budget proposals for large purchases and/or renovation projects. Monitors blanket purchase orders and submits requests to increase or lower balances as needed.
Serves as Facilities Manager in absence of supervisor, to include supervision of printing services. Issues key requests for all College of Law employees and student officers, ensuring that all records are updated and that missing keys are reported immediately. Unlocks classrooms and offices as regularly scheduled and per special request assisting with office and classroom setups as necessary. Cleans vacant offices and prepares offices for new incoming faculty and staff.
Qualifications
A high school diploma or equivalent and two years of experience. (Note: post high-school education and/or experience may substitute at a comparable rate.)
A valid State of Florida driver's license or the ability to obtain upon hire.
Preferred Qualifications
Previous experience with facilities management and/or event administration.
Office management and/or administrative support experience.
Familiar with Microsoft Office (Word, Excel, Outlook, Teams) or similar software and standard office equipment/procedures.
Able to independently prioritize multiple work assignments, maintain professional office demeanor and communicate successfully with a wide variety of constituents (students, faculty, staff, alumni, and others).
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!
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.
