Administrative Associate

Job Title: Administrative Associate

Location: Tallahassee, FL

Regular/Temporary: Regular

Full/Part Time: Full-Time

Job ID: 62626

Department

This position is within FSU’s Department of Florida Virtual Campus

Florida Virtual Campus (FLVC Financial Services) handles administrative and fiscal duties for all the business units with Florida Virtual Campus. We process payment and accounts receivable transactions as well as perform budgetary and travel functions for the organization.

Responsibilities

Responsible for performing a wide variety of higher-level administrative support duties by being the first point of contact for visitors, staff, and vendors, ensuring a welcoming and professional environment. This role supports daily office operations by managing reception duties, administering mail and cash-handling procedures for incoming checks, monitoring facility needs, and providing administrative support to the finance and facilities teams.

Reception & Front Desk Operations

Greet and assist visitors, employees, and vendors in a professional and friendly manner. Maintain the front desk area, lobby, and shared spaces to ensure cleanliness and a welcoming atmosphere. Manage visitor sign-in procedures and distribute visitor passes as required.

Mail and Cash Handling

Sign for packages daily and ensure that all mailings (envelope form) are placed in the designated Dropbox. Assist in opening mail containing FLVC checks in accordance with established cash handling and financial control procedures. Secure checks for further processing by the cash handling team.

Facilities Monitoring & Support

Monitor facility conditions throughout the day and promptly report issues (HVAC, lighting, cleanliness, safety hazards, etc.) to the Facilities Team. Assist with meeting room readiness and supply restocking.

Vendor and Financial Processing Support

Assist with verifying vendor status in PaymentWorks and maintain the vendor log. Conduct a bi-annual audit of the internal vendor list. Communicate with vendors regarding missing information or application materials when needed. Audit financial documents in SharePoint to ensure all required documents are posted. Notify appropriate financial staff of missing documents. Review travel expense reports to confirm appropriate documents are provided. Research financial trends and financial software options for the financial services department.

General Administrative Support

Maintain office supply inventory; order and restock supplies as needed. Assist with document scanning, filing, and basic data entry. Support internal staff with small administrative projects, printing, and scheduling support as requested. Participate in office safety, compliance, and facility procedures.

Qualifications

High School diploma or equivalent and three years experience or a combination of post high school education and experience equal to three years.

Preferred Qualifications

PaymentWorks (vendor software), Sharepoint (file storage), and Microsoft Suite Experience.

Helpful

Who is an ideal candidate for this position?

The ideal candidate would be able to multitask in a dynamic environment and possess excellent communication skills. This position requires that the candidate is personable, focused, and detailed oriented.

What is a typical day in this position?

Monitors the facility and provides support to designated staff. Reviews records for accuracy. Secures mailings and provides a warm environment for residing staff and visitors. Serves as an emergency backup for cash handling duties for FLVC and performs sporadic fiscal duties.

What can I expect in the first 60-90 days?

Employee will complete the FSU onboarding process as well as work with current staff to become familiar with building policies and protocol. Employee will meet with supervisor regularly to discuss any questions regarding daily duties and operations.