Administrative Specialist

POSITION LOCATION: TALLAHASSEE FL

Organizational Unit

The Institute for School-Community Partnerships Integrated Services and Child Mental Health and Educational Policy (ISCP) which is part of the College of Education envisions that all schools in the state of Florida and nationally will have the capacity to provide a safe effective and efficient environment to continuously improve the academic social and emotional growth of all students and to actively engage families and communities in education. The ISCPs nearly $23 million budget is derived from grants from federal state and private sources. It is the mission of the ISCP to implement and evaluate research-based and innovative practices in school and community settings. This is accomplished through (a) training technical assistance and support to key partners; (b) community-engaged research and program evaluation to inform key partners decision making; (c) the development of research and evidence-based documents tools and resources to support implementation and evaluation activities; and (d) supporting the infrastructure and capacity of key partners to implement and evaluate federal and state educational policy.

Position Summary

The Administrative Specialist preforms higher-level office support duties and provides specialized program support for the 21st Century Community Learning Centers Administrative Team. The Administrative Specialist preforms a wide range of support activities including providing website technical assistance preparing sub recipient reimbursement packages preparing spreadsheets preparing correspondence reports and presentations handling information requests planning of conferences making travel arrangements filing and maintaining electronic folders and maintaining calendars and schedules.

Respond to and initiate inquiries (questions regarding purchasing invoicing website travel scheduling etc.). Explain policies answer questions and independently resolve problems whenever feasible. Prepare the documentation necessary for processing subgrantee reimbursement requests. Compose and/or prepare correspondence memoranda promotional materials forms newsletters manuals and reports using appropriate word processing and spreadsheet tools.

Support human resources and payroll processes as a primary contact or backup for payroll preparation or certification leave tracking appointment papers and other requirements. Arrange and coordinate travel and travel reimbursement for staff. Plan prioritize and schedule meetings and appointments for 21st CCLC staff. Make decisions on a daily basis regarding calendars.

Serve as primary contact for the 21st CCLC web-based system and assist callers with inquiries troubleshooting issues communicating with the website programmer to resolve issues and activate and de-activate users.

Prepare presentation materials for use by others editing content and adding appropriate graphic and design elements. These responsibilities may include creating basic web content.

Perform other duties as assigned.

Minimum Qualifications:

This position requires a high school diploma or equivalent with at least four years of experience in an office or administrative support position. Appropriate college coursework or vocational/technical training may substitute at an equivalent rate for the required experience.

Preferred Qualifications:

A two-year degree or equivalent and four years of experience in an office or administrative support position. Basic knowledge of web-based systems and databases. Proficiency in Microsoft Office (Excel Word PowerPoint Outlook).

Requires: Criminal History Background Check - Level 1

Requires: Criminal History Background Check - Level 2