Sr. Administrative Specialist

Job Details

Job Title: Sr. Administrative Specialist
Location: Tallahassee, FL
Regular/Temporary: Regular
Full/Part Time: Full-Time
Job ID: 51691

National High Magnetic Field Laboratory (NHMFL)

The MagLab is the world's premier magnet laboratory with state-of-the-art high magnetic field facilities and has a history in development and application of ultra-high field NMR and MRI/S magnets and instrumentation. The NHMFL is an NSF-funded user facility that operates the world’s most powerful electromagnets at Florida State University, the University of Florida and Los Alamos National Lab, including 45 T DC and 35.2 T (1.5 GHz) NMR magnets, and DNP spectrometers currently operating up to 14.1 T / 600 MHz / 395 GHz. The MR User Facility hosts hundreds of users from around the world each year.

Equal Employment Opportunity

An Equal Opportunity/Access/Affirmative Action/Pro Disabled & Veteran Employer.

FSU's Equal Opportunity Statement can be accessed at:


Manage all administrative functions for the Condensed Matter Sciences (CMS) group of the MagLab. Serve as the lead administrative staff member for a complex department.

Manage administrative requirements of contracts and grants proposals to include development and submission of grant proposals, preparing periodic and final reports, interpreting grant regulations and procedures, and interfacing with the Sponsored Research Office.

Development and implementation of administrative procedures for managing and utilizing grant resources and monitoring project progress and completion and coordination of grant activities among institutions and sub-contractors, etc. Manage process for the MagLab’s internal grant program.

Manage department’s budgets, purchasing, and travel expenditures. Participate in short and long-range planning to include policy and program development for the department.

Responsible for the timely submission of personnel activities for the CMS department. Process annual activities (Faculty and staff evaluations, AORs, outside activities, etc.). Communication with present and future participants-managing their visits at the laboratory. Supervise support staff to include prioritization of work-flow, evaluation, training, discipline and distribution of resources.

Responsible for the planning and execution of departmental events (e.g. workshops, conferences, seminars etc.). Support of other NHMFL groups and events as needed.


Bachelor's degree and four years of experience; or a high school diploma/equivalent and experience equal to eight years.

(Note: post-high school education can substitute for experience at the equivalent rate.)

  • Knowledge of grant submission, tracking and reporting.
  • Knowledge of administrative, personnel and fiscal rules, policies and procedures.
  • Ability to function independently.
  • Experience with managing budgets.
  • Extensive experience Microsoft Word, Excel, and Outlook or comparable software.
  • Ability to communicate effectively verbally and in writing and establish effective working relationships.
  • Knowledge of office practices and procedures, including filing and the operation of standard office equipment.
  • Ability to prioritize and organize work assignments.
  • Must have strong organizational skills.
Contact Info

For additional information, contact:

Bettina Roberson:
[email protected]
National High Magnetic Field Laboratory, Florida State University,
1800 E. Paul Dirac Drive
Tallahassee, FL 32310-2740

University Information

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, encourages creativity, and embraces diversity. 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.

Pay Plan

This is an A&P (Administrative and Professional) position.

FSU Total Rewards

FSU offers a robust Total Rewards package. Visit our website to learn more about our Compensation, Benefits, Wellness, Recognition, and Employee Development programs.

Use our interactive tool to calculate Total Compensation options based on potential salary, benefits and retirement contributions, earned leave, and other employment-related perks.

Soft Money Funded Position

This is a partially soft money funded position, with renewal based on available funds and the needs of the University.

Criminal Background Check

This position requires successful completion of a criminal history background check. The background check will be conducted as authorized and in accordance with University Policy 4-OP-C-7-B11.

How To Apply

If qualified and interested in a specific job opening as advertised, apply to Florida State University at 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.

Tobacco Free Campus

Effective January 1, 2014, tobacco use, including simulated tobacco use, is prohibited on property, interior and exterior, owned or managed by Florida State University. This policy applies to all Florida State University students, employees, consultants, contractors, visitors, and external individuals.


This position is being re-advertised. Previous applicants need not reapply.


Working at Florida State University

One of the nation's elite research universities, Florida State University — with the Carnegie Foundation's highest designation, Doctoral/Research University-Extensive — offers a distinctive academic environment built on its cherished values and unique heritage, welcoming campus on the oldest continuous site of higher education in Florida, championship athletics, and prime location in the heart of the state capital.

Combining traditional strength in the arts and humanities with recognized leadership in the sciences, Florida State University provides unmatched opportunities for students and faculty through challenging academics, cultural discovery and community interaction.

Underlying and supporting the educational experience at Florida State University is the development of new generations of citizen leaders, based on the concepts inscribed in our seal: Vires, Artes, Mores — Strength, Skill and Character.

Epitomized by recently named Rhodes Scholars Garrett Johnson and Myron Rolle — elite athletes and scholars committed to public service — and Joseph O'Shea — a campus and community leader as well as a top scholar — Florida State's 40,000 students are dedicated to academic excellence and providing leadership in our complex world.

Florida State University's 16 colleges offer more than 275 undergraduate, graduate, doctoral, professional and specialist degree programs, including medicine and law, covering a broad array of disciplines critical to society today. Each year the University awards over 2,000 graduate and professional degrees.

With its impressive breadth of leading graduate, professional and undergraduate programs, Florida State University is a demanding, intellectually stimulating, yet warm and caring environment for students and faculty. Recognized nationally for its commitment to diversity, Florida State University is a national leader in the number of doctorates awarded to African-American students and in the graduation rate of African-American undergraduates. Its College of Medicine and College of Law are ranked in the nation's Top 10 for Hispanic students.

Florida State University's arts programs — dance, film, music and theatre — rank among the finest in the world, offering an arts education comparable to leading conservatories. Its creative writing program is ranked among the nation's best and is home to the most consistently honored and published student body in the United States. Florida State is responsible for governance of the John and Mable Ringling Museum of Art and associated arts programs, one of the largest museum/university complexes in the nation.

Other programs consistently included in the top public university list include physics, chemistry, political science, psychology, criminology, public administration, library science, information, human sciences, business and law.

At the Ph.D. level, interdisciplinary programs draw on notable research faculty strengths that transcend the traditional disciplines, including neuroscience, molecular biophysics, computational science, materials science and research at the National High Magnetic Field Laboratory—home to the world's most powerful magnets.

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