Senior Administrative Specialist and Executive Assistant to the Alumni Association President at InsideHigherEd

Job Title: Senior Administrative Specialist and Executive Assistant to the Alumni Association President
Location: Tallahassee, FL
Regular/Temporary: Regular
Full/Part Time: Full-Time
Job ID: 61185
Department

Alumni Affairs

FSU Division of University Advancement

Florida State University is currently in the leadership phase of a comprehensive campaign. As the leadership phase of the campaign begins, the Division of University Advancement is accelerating the hiring of additional alumni engagement professionals’ campus-wide and is excited to build out its team. For Advancement professionals who are interested in being a part of a comprehensive campaign from the beginning for their career development, the timing is ideal to join our team.

Responsibilities

Provides executive-level administrative and operational support to the President/CEO, including oversight of scheduling, communications, meetings, and special projects. Serves as a trusted partner to alumni leadership, especially President/CEO, guaranteeing accuracy, confidentiality, and compliance with Division of University Advancement (DUA) and university policies. Exercises sound judgment, professionalism, and collaborative spirit in all responsibilities.

• Manages the President/CEO’s complex calendar by scheduling, confirming appointments, and ensuring participants are provided with documentation and preparation materials. Assist with data, presentations, and materials for Alumni Affairs full staff meetings, alumni leadership meetings and President/CEO’s 1:1 meetings. Prepare and deliver materials needed for all Division of University Advancement (DUA) full staff meetings and other special meetings.
• Coordinates and actively assists with the core priorities of the FSU Alumni Association often working across the DUA and University. Serves as a liaison to any National Board of Directors temporary or ad-hoc board committees managing quorum, minutes, documentation.
• Manages the travel arrangements sometimes in coordination with other DUA leaders adding to complexity. Enters contact summary and interaction reports for President/CEO.
• Leads special projects that require technical expertise, soliciting data and leveraging data through various applications to develop, analyze, and distribute reports.
• Expected to possess high degree of integrity to handle confidential reports or assignments as required.
• Communicate with staff regularly and independently and on behalf of President/CEO, organize meetings with direct reports, support Alumni events and programs onsite as needed.
• Manage President/CEO PCard reconciliation monthly and serve as back up for departmental disbursements and other budgetary support upholding university and state of Florida compliance. Maintain standards in line with university policy and assure procedure is followed and actively monitor for updates keeping President/CEO informed. Establishing and implementing policy as requested.
• Maintains legal files, correspondence and other documentation ensuring materials are accurate and accessible for immediate use.
• Supports and assists needs of Alumni Affairs staff, especially leadership team, as needed.
• RSVP on behalf of Association leadership and facilitate all plans for participation as needed (speaking roles, engagement objectives). Provides logistical and hospitality support for meetings and other strategic engagements of the President/CEO.
• Leads initiatives that foster a positive and engaged office culture, including staff recognition, celebrations, and special events.
• Maintain positive working environment.
• Supervise one OPS or FWS student; other duties as assigned.

Qualifications

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

A valid Florida or Georgia Driver's License, or the ability to obtain.

Helpful

Ideal candidate:

You are able to balance workflow with a multitude of components by independently setting priorities, demonstrating ability to think critically and make decisions that benefit the association, leadership and the team. You enjoy a work environment that serves the needs of internal and external stakeholders and recognize that service is at the heart of what we do. Communication is an art that you enjoy implementing whether in creating presentations, developing correspondence or non-verbal - it all matters to our next great leader in this role.

Typical day:

No two days are the same when working for the office that serves over 400,000 alumni. The joy in task variety and sometimes even ambiguity is exciting to tackle for a strong candidate in this role. Some days you may be working with the alumni engagement leadership team, deeply with the AVP on strategy, managing letters, cards, and notes to alumni and other days you may be coordinating complex calendar with participants internal to FSU as well as all over the country. It can vary and that's what makes the days never boring!

First 60-90 days:

The Alumni Engagement office has a 5-5-5 plan where careful onboarding is segmented into the first five days, five weeks and five months culminating in a 6-month check-in where you can give and receive coaching, feedback and support. The goal is to start with a supportive, collaborative foundation that carries through to understanding of the role, colleagues, and the practice of our inspirational advancement work.

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.

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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 being advertised as open until filled.

This position is being re-advertised. Previous applicants need not reapply.

Equal Employment Opportunity

FSU is an Equal Employment Opportunity Employer.