Administrative Associate

Department Facilities - Building Services Responsibilities Serves as the Time and Leave Coordinator for Facilities Services within OMNI and Timeclock Plus (TCP) systems. Coordinates time entry and approvals for staff and OPS, including the use of the departmental time clock import system. Reconciles TCP to OMNI and troubleshoots and corrects any problems. Assists with employee scheduling complexities, shift differentials, overtime, emergency calls, closures, and special events, providing clear guidance and support. Reviews biweekly payroll processing and payroll cost center reports. Distributes and maintains Payroll Certifications. Provides assistance regarding Time & Labor inquiries while effectively communicating with Facilities Services staff. Provides training and directions to staff and supervisors on time, leave, and payroll procedures. Submits ePAFs and follows through to completion for personnel actions, terminating employees, initiating changes in supervision, salary, or pPAF shift changes. Reviews HR Active reports. Completes and submits Separation Checklists. Maintains departmental files. Serves as the point of contact for Workers' Compensation Accident/Injury Reports and FMLA. Completes Request to Advertise, serving as a liaison between hiring supervisor and HR Recruiting. Gathers information for Request to Hire forms and packets and submits to the Administrative Specialist for routing. Performs administrative functions, including but not limited to scheduling meetings, reserving conference rooms, answering main telephone lines, and routing calls appropriately. Assists and greets customers onsite. Coordinates the employee uniform program, including but not limited to ordering new employee uniforms and annual uniform re-orders. Responsible for performing administrative functions to provide programmatic support, including but not limited to reviewing facilities' shadow system for open work orders, distributing work orders to appropriate areas, following up on open work orders, closing out work orders, photocopying, filing invoices, correspondence, and other electronic documents to the campus community. Assists administrative staff with data entry or retrieval of statistical analysis or reports. Maintains and orders to replenish the inventory of office supplies for the department. Provides statistical or other information for the Monthly Report. Supports other Facilities Services Departments as needed. Qualifications High School diploma or equivalency and three years' experience or a combination of post high school education and experience equal to three 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. Use our interactive too l 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 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. 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 . The work schedule is 8:00am to 4:30pm with a 30-minute break. This position is being re-advertised. Previous applicants need not apply. Equal Employment Opportunity FSU is an Equal Employment Opportunity Employer.

Created: 2026-03-11