Administrative Associate
Job ID - 63411
Closing Date : 09/10/2026
Provides administrative and operational support for Facilities Maintenance shops by coordinating communications, payroll, timekeeping, project information, documentation, and vendor activities. Maintains accurate project files, estimates, timelines, work requests, contracts, bids, invoices, and related records while ensuring proper workflow and compliance with established procedures. Coordinates meetings and communication between university personnel, vendors, and maintenance staff; supports leadership and administrative personnel; and assists with implementing maintenance policies and procedures. Performs general office duties and other Facilities Maintenance responsibilities as needed.
Responsibilities
- Serves as the administrative support for the maintenance shops. Greets visitors, assists with questions related to projects, manages shop phone routing calls and taking messages as appropriate. Processes incoming and outgoing mail. Supports the Assistant Directors and Administrative Specialist. Prepares and maintains departmental payroll and timekeeping records, ensuring accuracy and making corrections in AIM/OMNI as needed.
- Obtains information to set up projects including entering and tracking estimates, timelines and work request for services. Setting up meetings between the University and vendors. Ensures bids and contracts are monitored to ensure flow is maintained.
- Responsible for managing documentation for projects. Maintains all files, processes documents, invoices and transmits files to proper campus contacts. Maintains the proper flow of paperwork and documentation in accordance with established procedures and checklists.
- Coordinates with the University and departmental personnel on matter related to the administrative and operations of maintenance shops supported. Assists with the administering and maintaining policies and procedures that impact maintenance and shop staff.
- Performs other duties as assigned in support of FSU Facilities Maintenance. Drives a University owned vehicle as necessary.