Administrative Associate

Job Title : Administrative Associate

Location : Tallahassee, FL

Regular / Temporary : Regular

Full / Part Time : Full-Time

Job ID : 60848

Department

Laboratory Animal Resources (LAR) seeks to fill an Administrative Associate position.

Responsibilities

This position is responsible for management of the Laboratory Animal Resources reception area and assists in facilitation of overall departmental operations, including resolving routine inquiries, interpreting University and department policies, serving as the Time and Leave Representative, as well as processing travel and purchasing requests.

• Assists in facilitating department operations. Responsible for general administrative support. Responsible for management of the reception area which includes answering phone calls, greeting visitors, routing mail, and tracking and ordering office supplies. Responsible for independently resolving routine inquires and interpreting department and University procedures when answering questions and advising personnel, customers, and visitors. Prepares, reports, and other presentations and materials.
• Provides administrative support to LAR Administrative and Professional personnel including, but not limited to, scheduling meetings, maintaining calendars, preparing notes, creating process documentation, and assisting with special projects and events as assigned.
• Responsible for all receiving and delivery activities for department, including notifying responsible personnel of delivered items. Couriers sensitive material between department and other campus entities. Organizes, coordinates, and tracks service requests, including but not limited to Information Technology, Facilities, and Custodial Services. Serves as building security manager.
• Serves as a Time and Leave Representative. Reviews timecards for compliance with University time and leave procedures. Performs time and leave audits. Assists with job openings including, schedules candidate interviews, provides information to the OVPR HR Representative for processing, and assists candidates with onboarding. Maintains personnel files.
• Assists with non-animal purchases, including submitting purchase requisitions in SpearMart and OMNI. Communicates with Business Manager regarding received invoices. Serves as T-card and P-card proxy. Manages the logistics of all department travel. Makes reservations, prepares, calculates, audits, and submits Travel Requests and Travel Expense Reports in accordance with University procedures.
• Processes and confirms all animal order requests. Utilizes software solutions to execute functions necessary for animal census management and reconciliation.
• Responsible for maintaining a critical database of campus animal usage for reporting, regulatory and accreditation purposes. Processes Training Enrollment forms. Assists with processing and routing ACUC protocol submissions in absence of ACUC coordinator. Other duties as assigned related to the administrative operations of LAR.

Qualifications

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

Valid FL or GA Driver's License or the ability to obtain upon hire

Preferred Qualifications

Contact Info

Desiree Descartes ddescartes@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 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.

To be considered for this position, you must include a cover letter that outlines your interest and qualifications, As well as your perspective on the use of animals in teaching and research.

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 .

Applications will be reviewed after September 15, 2025.

Equal Employment Opportunity

FSU is an Equal Employment Opportunity Employer.