Administrative Assistant

Overview

Position Vacancy Announcement. Florida A&M University's School of Allied Health Services is pleased to announce the acceptance of qualified applications for the Administrative Assistant vacancy.

• Perform administrative duties for completing daily assignments for division directors and staff, including preparing clear and concise reports, policies, procedures, correspondences, and other written reports and examinations.
• Set up, maintain and file paper and electronic filing systems for student and program records, correspondences, and other printed material.
• Assist the Division Director with admissions and graduate requirements in the Division of Physical Therapy based on the division curriculum.
• Assist in the production and management of documentation required for accreditation, licensure, clinical and internship placement, and contract maintenance processes.
• Manage unit personnel/payroll processes for Graduate Assistants funded from the Office of Graduate Studies.
• Serve as Travel Representative to arrange conferences, meetings and create travel authorizations (TA), expense reports (ER) and cash advances (CA) for the Directors and faculty in the Division of Physical Therapy; ensure registrations, travel authorizations, expense reports and cash advances are fully executed.
• Serve as liaison for visitors to the office; answer inquiries from students, faculty, campus administrators and external individuals who contact the office seeking information regarding the Divisions; direct inquiries to the appropriate departments and individuals for prompt attention.
• Open, read, route, and distribute incoming mail and other material to the appropriate Director and staff.
• Operate and maintain office equipment such as scanners, copiers, and phone system; use computer to create spreadsheets, word processing, database management and other applications.
• Learn to operate new office technologies as they are developed and implemented.
• Establish and maintain close liaison with university’s administrative units, including the Office of the President, Office of Provost and Academic Affairs, Human Resources, University Comptroller Office, Procurement Services and Office Sponsored Research.
• Assist with internal and external events and other assignments as needed; perform other related duties as assigned, including construction of flyers, brochures and newsletters.

A high school diploma and seven years of related experience; or a combination of post high school education and experience equal to seven years.

• Knowledge of academic resources available to students.
• Ability to communicate effectively, verbally and in writing.
• Knowledge of and ability to interpret and apply related federal, state, and local laws, ordinances, rules and regulations.
• Knowledge of the concept, principles and practices of management.
• Knowledge of office practices, procedures, and etiquette; and,
• Ability to prioritize, organize and perform multiple work assignments simultaneously.

This is an USPS (University Support Personnel System) position.

Successful candidate is subject to a pre-employment screening which includes a review of criminal records, reference checks and verification of education. An official college transcript, a high school diploma, or other educational documents must be submitted, where applicable, at the time of employment.

Only United States (U.S.) citizens or aliens who have a legal right to work in the U.S. are eligible for employment. Federal law requires proof of your authorization to work in the United States. You will be required to provide proof of your identity and employment eligibility within three (3) days of employment.

Section 110.1128, Florida Statutes, prohibits employment by the State (including re-hire after a break in service) of any male born after October 1, 1962, who failed to register with the Selective Service System, under the provisions of the U.S. Military Selective Service Act, during the person’s period of eligibility (ages 18 through 25). Additionally, if currently employed by the State, this law prohibits the promotion…