Office Assistant – FSU Libraries Administration (Summer 2026) (Part-time, OPS)

FSU Libraries

The OPS Office Assistant in Libraries Administration will play an important role in the daily operations of the Dean’s Office and Administrative Services. This position offers hands-on experience in higher education administration, organizational systems, and executive-level operations within a collaborative and welcoming environment. The role provides a unique opportunity to gain insight into the administrative operations of a large academic library and support the work of the Libraries’ leadership team.

Key responsibilities include:

• Serve as the welcoming presence for the Dean’s Office by greeting visitors, answering phones, and directing inquiries professionally and courteously.
  Support the Executive Assistant and administrative leadership (Dean, Associate Deans, and other faculty and staff as needed) with a variety of administrative tasks.
• Organize and maintain materials in SharePoint, including creating and structuring digital files to improve access and efficiency.
• Audit and maintain personnel files to ensure accuracy and organization.
• Scan, sort, file, and manage forms and official documentation.
• Assist with mail processing, including receiving, sorting, and distributing correspondence.
• Prepare, scan, mail, and file donor thank-you letters and other official communications.
• Help maintain an organized and welcoming office environment, including stocking supplies and preparing materials for meetings and guests.
• Assist with administrative projects using Microsoft Word, Excel, SharePoint, and other office applications.
• Provide support for office-wide initiatives, including printing and preparing outreach materials, creating spreadsheets, and assisting with special projects.
• Assist with basic financial processes, including invoice documentation, simple reporting, budgeting support, and reconciliation tasks as assigned.
• Coordinate with the Executive Assistant and Security Team to assist with guest parking logistics.
• Support general administrative functions and special projects as assigned.

This position is ideal for a detail-oriented, organized, and professional student who enjoys working behind the scenes to keep operations running smoothly while also engaging directly with campus visitors and leadership. In this position, the student will gain practical experience and develop transferable skills in administration, communication, organization, and project support—experience that can be applied across many professional settings and will be beneficial in a wide range of future professional roles.

• Strong organizational skills and attention to detail.
• Professional and courteous communication skills, both in person and via phone/email.
• Ability to handle confidential information with discretion.
• Basic proficiency with Microsoft Word, Excel, and other common office applications.
• Ability to manage multiple tasks and prioritize responsibilities in a professional office environment.
• Reliability and ability to work independently while also collaborating with others.

• Previous experience in an office, administrative, or customer service setting.
• Familiarity with Microsoft SharePoint or other file management systems.
• Experience with basic administrative tasks such as filing, scanning, or data entry.
• Interest in higher education administration, organizational operations, or public service.

Kendal McDowell, Executive Assistant - kmm16ab@fsu.edu

One of the nation's 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 our university and campuses.

$14 per hour.

If qualified and interested in a specific job opening as advertised, apply to Florida State University at https://jobs.fsu.edu. If you are a current FSU employee, apply via 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.

This is an OPS/temporary job.

Based on the duties, this position may require completion of a criminal history background check.

FSU is an Equal Employment Opportunity Employer.