Administrative Specialist, Institute for Governance & Civics

Department


Provost Office, Institute for Governance & Civics


Responsibilities

• Develop and implement IGC policies and procedures, including managing funding requests from external departments, employees, and graduate students. Oversee and complete the procurement process, including Payment Works, and monitor contract progress. Coordinate meetings with key staff and external stakeholders. Serve as p-card proxy for team members, managing transactions and ensuring compliance. Monitor, address, and respond independently to inquiries.
• Hire, train, and supervise OPS staff, student workers, and interns. Assist in implementing MOUs with departments housing tenured faculty. Serve as the primary Travel representative for the department, responsible for making travel arrangements and preparing and entering travel requests, expense reports, and non-travel reimbursements for employees and guests.
• Oversee the graduate-student funding requests program, facilitating the submission and review process, and managing the allocation of funds. Administer the undergraduate student awards program, including coordinating with FSU Awards Night, promoting awards, managing the nomination collection platform, organizing the selection committee, and collaborating with FSU Student Financial Services to ensure timely award disbursements.
• Plan and organize department programs, events, and conferences, including preparing invitations, creating event materials, arranging catering, reserving venues, managing event registration, coordinating internal services and external vendors, overseeing event setup and staffing, and providing support for event close-out and reporting.
• Develop and implement a comprehensive communications strategy to engage current and potential donors, highlighting the IGC's activities and achievements. Collaborate with the IGC's external marketing firm and FSU's marketing and communications teams to optimize performance and ensure adherence to university branding and communication standards. Manage the department's website, social media, communications, and marketing efforts.
• Oversee FSU's State Championship for the National Civics Bee, coordinating all aspects of the event with the U.S. Chamber Foundation. Ensure smooth execution by managing logistics, communication, and partnerships to deliver a successful competition.

Qualifications


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


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 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 .


Equal Employment Opportunity


FSU is an Equal Employment Opportunity Employer.