Florida State University · 12 hours ago
Senior Administrative Specialist - DC Field Facility (NHMFL)
Tallahassee, FL
Full-time
Onsite
Mid, Senior Level
4+ years expFlorida State University is one of the nation's elite research universities, and they are seeking a Senior Administrative Specialist for the National High Magnetic Field Laboratory - DC Field Facility. The role involves managing daily administrative operations, overseeing budget and financial functions, and providing project management and operational oversight for facility initiatives.
EducationUniversities
Responsibilities
Manages and oversees the daily administrative operations of the DC Field Facility, ensuring effective communication, continuity of operations, and adherence to established procedures. This includes managing facility information systems (Monitors Anywhere, message boards), maintaining personnel and facility calendars, coordinating meetings and space usage, interpreting and applying administrative policies, and serving as the primary liaison for personnel-related administrative matters
Manages and supports the DCFF User Program at an advanced administrative level, working with facility leadership to plan, execute, and refine the magnet request, review, and scheduling processes. Develops magnet schedules based on analysis of user demand, resource availability, and operational constraints; maintains physical and digital scheduling systems; communicates schedule decisions to users; and oversees the user badging program for all Tallahassee user facilities
Provides project management and operational oversight for major facility initiatives, utilizing discretion and independent judgment to maintain project timelines, generate financial reports, ensure consultant/visitor contracts remain compliant, and support Shutdown and Maintenance Monday planning. Interprets project requirements, monitors progress, and makes recommendations to leadership regarding workflow improvements and resource planning
Manages budget, financial, and procurement functions for the DC Field Facility, serving as a p-card and t-card holder and overseeing expenditures across multiple budgets and projects. Coordinates with finance and procurement units to reconcile accounts, resolve complex purchasing issues, obtain vendor quotations, submit orders, oversee ITB/ITN administrative processes, support budget transfers and requests, and lead end-of-year or grant spenddown activities. May serve as a designated Budget Manager/Approver
Coordinates personnel administration, event and visitor logistics, work-order operations, and process optimization efforts, ensuring efficient departmental operations. This includes managing hiring workflows, applicant communication, interview scheduling, onboarding processes, visa status tracking, workspace readiness, event coordination, facility work orders, and cleanliness oversight. Develops and improves administrative processes for the department, and prepares data summaries, tables, and graphs to support operational reporting and long-range planning
Qualification
Required
Bachelor's degree and four years of experience or a high school diploma/equivalent and eight years of experience. (Note: post-high school education can substitute for experience at the equivalent rate.)
Preferred
Exceptional organizational and time-management skills
Excellent communication abilities, both written and verbal
Professionalism, excellent interpersonal skills and a solution-oriented attitude
Proficiency in Microsoft Office Suite is required, experience with a project management software package is preferred
Ability to think creatively and provide innovative solutions to problems
Strong attention to detail and commitment to accuracy is desired
Ability to work independently and as part of a team
Positive attitude and proactive approach to tasks
Ability to handle confidential information with discretion and integrity
Ability to take initiative
Professional presentation and conduct in alignment with the FSU and NHMFL values
Benefits
FSU offers a robust Total Rewards package.
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Company
Florida State University
Florida State University is an American public space-grant and sea-grant research uivnersity.
5001-10000 employees
H1B Sponsorship
Florida State University has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
Represents job field similar to this job
Trends of Total Sponsorships
2025 (152)
2024 (108)
2023 (106)
2022 (80)
2021 (33)
2020 (34)
Funding
Current Stage
Late StageTotal Funding
$108.2MKey Investors
National Science FoundationNational Institutes of Health
2024-02-23Grant· $6M
2023-01-27Grant· $72.7M
2021-10-14Grant· $14.5M
Leadership Team
Ebe Randeree
Associate Dean. College of Communication & Information
Jeff Latimer
Director of IT for College of Medicine and FSU Health
Recent News
2025-11-24
Company data provided by crunchbase