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Project and Maintenance Administrative Specialist - NHMFL

Job Details

Job Title: Project and Maintenance Administrative Specialist - NHMFL
Location: Tallahassee, FL
Regular/Temporary: Regular
Full/Part Time: Full-Time
Job ID: 57743

The National High Magnetic Field Laboratory (NHMFL) MagLab


Coordinate the administrative, fiscal and data management functions of the Facilities department at the NHMFL.

  • Coordinate all payroll, personnel and travel related activities. Responsible for purchasing office supplies and materials to include purchases with pcard. Works with local vendors to obtain needed materials. Track expenditures and revenue for the department on budgets and blanket purchase orders and provide facility reports. Assist with management of department budgets to include preparation and tracking. Assist with annual property inventory verification process.

  • Create and add content to SharePoint website for the MagLab Facilities Department. Create and maintain project pages for each new project with scope, budget, and schedule data. Manage the MagLab facilities workorder database. Work with MagLab programming group on SharePoint issues and improvements.

  • Maintenance and Project Planning: Provide planning support to the MagLab Facilities Department including the development of the annual shutdown work schedule. Provide data entry and technical support to department staff by utilizing AIM software for asset information and prevention maintenance.

  • Provide customer service and referral assistance for FSU Facilities work orders and interface with FSU maintenance, fire technicians, animal control and other departments as requested. Track progress in FSU workorder system.

  • Maintain Contractor Safety Training Program. Track contractor’s compliance with annual safety video requirement. Provide training and issue badges. Act as a liaison between FSU ITS and MagLab occupants. Place phone orders and repairs as needed. Serve as backup to Safety coordinator. Coordinate special projects as directed.

A Bachelor's degree and two years of experience; or a high school diploma/equivalent and six years of experience. (Note: post-high school education can substitute for experience at the equivalent rate.)

Preferred Qualifications
    Experience working in an administrative office environment.

    Experience with administrative responsibilities such as fiscal/budget, purchasing, or personnel appointments.

    Computer skills to include experience with Microsoft Word, Excel, and Outlook or comparable software.

    Knowledge of office and telephone etiquette, and the ability to communicate effectively verbally and in writing.

    Ability to function independently, prioritize responsibilities, and make sound decisions.

    Ability to interpret and apply related university policies and procedures.

    Ability to establish and maintain effective working relationships and interact with groups.

Contact Info

For additional information, please contact Ms. Bettina Roberson at

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.

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.

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.


This is an A&P position.

This position requires successful completion of a criminal history background check.

This position is eligible for a University Authorized Cellular Communication Services Allowance.

Equal Employment Opportunity

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

FSU's Equal Opportunity Statement can be accessed at:


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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