Program Associate

Job Details

• Job Title: Program Associate
• Location: Tallahassee, FL
• Regular/Temporary: Regular
• Full/Part Time: Full-Time
• Job ID: 62722

Department

Department of Student Support and Transition

Responsibilities

• Serves as receptionist for the Department of Student Support & Transitions, including answering phones, greeting and directing guests for various DSST areas including but not limited to Victims Advocate Program, Withdrawal Services, Investigations & Assessment, & Basic Needs. Provides customer service and referral assistance to internal and external constituents via phone, email, and direct contact in a professional manner. Distributes incoming and outgoing mail.
• Responsible for a wide variety of standard administrative and office support duties including scheduling appointments, maintaining filing systems and conference room schedules for the department. Provides overall administrative support to Withdrawal Services including sending withdrawal communications and decisions and upkeep of computers, and office supplies. Provides administrative support for Victim Advocate Program including sending letters of support and coordinating appointments as needed. Compiles data and usage reports for the Victim Advocate Program. Serves as phone backup for Case Management Services and Office of Accessibility Services.
• Serves as the departmental purchasing representative. Prepares and submits department purchase orders/requisitions. Coordinates use of meeting space and office equipment. Responsible for contacting appropriate area for maintenance and/or computer repairs and following through for completion. Coordinates office supply inventory and orders office supplies as needed for the department. Maintains organization of department's supply and storage areas. Assists with annual inventory processes including preparing property change forms, identification of departmental property and surplus procedures. Acts as backup Pcard proxy.
• Serves as primary Travel Representative for DSST areas, which includes booking travel arrangements and entering travel requests. Obtains receipts and processes expense reimbursements to ensure compliance with state and university policies and procedures. Assists in ensuring sound internal controls and compliance by monitoring travel activities using queries and reports.
• Performs tasks as a backup to Budget Manager, assisting with HR transactions when needed for all employees (A&P, USPS, GA and other OPS workers). Other tasks include, but not limited to ensuring documents are accurate. Prepares documents for all employees including appointment papers, offer letters, employment contracts and termination paperwork. Posts position vacancies and provides recruiting support to search committees.

Qualifications

A high school diploma or equivalent and four years of experience. (Note: post high-school education and/or experience may substitute at a comparable rate.)