Senior Administrative Specialist - DC Field Facility; NHMFL

Senior Administrative Specialist - DC Field Facility (NHMFL)

Join to apply for the Senior Administrative Specialist - DC Field Facility (NHMFL) role at Florida State University

Department:
National High Magnetic Field Laboratory - DC Field Facility

Mid-Senior level

Full-time

• 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.

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.)

• 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.

For additional information, please contact Kayla West at knwest.

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