Administrative Associate (Panama City Campus)

Department

PCC Finance & Administration

Florida State University is one of the nation's top public universities, and FSU Panama City amplifies the university's efforts to preserve, expand, and disseminate knowledge in the sciences, technology, arts, humanities, and human services professions. FSU Panama City is located 100 miles west of Tallahassee on the beautiful North St. Andrews Bay and is only three miles from the beaches of the Emerald Coast. FSU PC currently houses 20 bachelors programs, 9 masters programs, and 1 doctoral program, and boasts a small faculty-to-student ratio, which gives students a more personalized academic experience. Please visit https://pc.fsu.edu/promise for information about our FSU PC Promise to students and https://pc.fsu.edu/ for more information about our campus. FSU Panama City also recently opened a brand new, residential housing complex on campus and right on the water. This new apartment-style complex at FSU PC houses both undergraduate and graduate students. For more information about our on-campus housing, visit https://seminolelandingfsu.com/.

Responsibilities

• Provide administrative support for facilities & maintenance managers, staff, and guests.
• Receive/ Process work requests and maintain work request monthly reports.
• Serve as department purchasing representative and prepare and submit monthly P-Card reconciliations.
• Issue & collect University building keys; maintain current database of all PCC campus key holders.
• Maintain schedules of events calendar and work closely with the facility use coordinator on setup instructions/special requests.
• Serve as the human resources representative and inform staff of HR notifications regarding payroll and other deadlines; assist staff with electronic time entry and other notices. Review timecards for accuracy, audit annual, on-call schedules, maintain monthly overtime report to department head.
• Prepares various, daily, weekly, monthly, and yearly reports as requested by supervisor.
• Acts as inventory custodian for the department
• Creates and post signage on university doors when needed; act as back-up for Mail Room shipping and receiving.

Qualifications

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

Preferred Qualifications

• Ability to establish effective working relationships with various departments in order to provide accurate documentation.
• Effective customer service skills are a must
• Ability to prioritize tasks and meet deadlines
• Strong attention to detail to ensure invoices, pcards and travel are processed correctly and timely.
• Ability to multi-task.

Helpful

During the first two months, the Administrative Associate will receive structured, hands-on training to build familiarity with university policies and procedures. The selected candidate will work closely with their supervisor to:

• Participate in guided training sessions on university departments, purchasing, and work orders.
• Shadow experienced staff to learn daily workflows and deadlines.
• Gain an understanding of department responsibilities and requirements.
• Take on progressively more independent assignments with ongoing support and feedback.
• Establish strong working relationships with team members and campus partners

By the end of the first 60 days, the Administrative Associate is expected to be working independently with training as needed, being familiar with the campus departments, budgets and policies and procedures contributing independently to the department while continuing to develop advanced skills.

Contact Info

Inquiries should be directed to David Gary

University Information

One of the nations 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 Florida State University and our campuses.

Anticipated Salary Range

Starting at $36,250, commensurate with education and experience.

FSU Total Rewards

FSU offers a robust Total Rewards package. Visit our FSU Total Rewards website to learn more about our Compensation, Benefits, Wellness, Recognition, and Employee Development programs.

Use our FSU Total Compensation Calculator 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 through the FSU Careers site (jobs.fsu.edu). If you are a current FSU employee, apply through 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, 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 Veterans' Preference eligibility requirements and Veterans' Preference required documentation (PDF), 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.

This position requires on campus schedule, Monday - Friday, 8a -5p.

This position will start in Fall 2026.

Equal Employment Opportunity

FSU is an Equal Employment Opportunity Employer.