InSPIRE Administrative Specialist - Florida State University : Job Details

DepartmentThe Institute for Strategic Partnerships, Innovation, Research and Education (InSPIRE) within the Office of Research seeks to fill an Administrative Specialist position. position will serve as the liaison between Executive Director and a variety of people including staff, faculty, researchers, funding agencies, government organizations and the public (both nationally and locally). Facilitates the efficient utilization of the ED's time through development and coordination of a complex calendar and manages ED's travel arrangement. Filters all incoming and outgoing correspondence, including providing responses and/or redirecting inquiries when warranted.This position will also serve as subject matter expert to InSPIRE regarding travel compliance. Prepares travel requests and reports in accordance with Florida statutes, grant regulations, university and departmental policies and procedures. Coordinates with ED and senior staff to arrange travel, gather approporiate documentation, collect funding information and submit accurate expense reports. Researches and provides pertinent information and status updates related to trips and/or payment processing. Acts as liaison between the central FSU Travel office and travelers to resolve any issues. Assists InSPIRE with complex travel matters.This position will be responsible for the planning, developing, coordinating and executing of events held by InSPIRE, which entails large complex events involving a variety of guests, including national and international industry leaders. Provides logistical support for events hosted by InSPIRE staff including conferences, guest speakers, and faculty and staff social events. Assists in coordinating facility rental, catering, audio/visual, and promotional items.They also will act as the Office Administrator for the Institute which includes greeting visitors providing a high level of customer service, managing office supply inventory, and ordering supplies as needed. Provides logistical support for events hosted by office staff including conferences, guest speakers, and faculty and staff social events. Responsible for calendar maintenance, room reservations, IT equipment and requests, document creation, and other tasks as needed for success of an event . Assists in coordinating facility rental, catering, audio/visual, and promotional items. Assists leadership with special projects as assigned. Other duties and special projects as assigned by the ED, including providing additional administrative support as needed.QualificationsBachelor's degree and two years' experience or a combination of post high school education and experience equal to six years.Preferred Qualifications* Proven experience supporting executive-level leadership and managing complex calendars, travel arrangements and meeting logistics* Capable of professionally handling confidential correspondence on behalf of executives and acting as a liaison between departments and with external stakeholders* Effective communication skills (phone, email, and in-person) and the ability to demonstrate courteous and professional customer service skills* Experience with FSU's OMNI systems including Procurement and Concur.Contact InfoCassidy Cooksey at [email protected] InformationOne 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 RewardsFSU 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 ApplyIf qualified and interested in a specific job opening as advertised, apply to Florida State University at 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.ConsiderationsThis is an A&P position.This position requires successful completion of a criminal history background check.Equal Employment OpportunityFSU is an Equal Employment Opportunity Employer.