Senior Administrative Specialist

Job Description

**Department**
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The National High Magnetic Field Laboratory seeks to fill the Senior Administrative Specialist position.

**Responsibilities**
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This position will be responsible for supervising and managing staff assisting with employee management services at the NHMFL. Will advise and make recommendations to the Director of Employee Services regarding employee/staff matters. Coordinate distribution of work for employee appointments and ensure compliance with applicable rules, regulations, policies & procedures. Review and approve all appointments for FAC, A&P, USPS, OPS (post docs, grad & undergraduate), pay increases and one time pays, courtesy appointment, etc., for consistency with policies and procedures.

Will be responsible for working with NHMFL supervisors to update position descriptions and advertise vacancies. Coordinate placement of advertised positions in external publications, NHMFL website and social media outlets. Provide guidance to new hires and supervisors to ensure training sessions are scheduled and completed, and that OMNI roles are requested for the position. Direct activities of advertised vacancies, T&L entry, I-9 records, FACET processes, and faculty and staff evaluations. Ensure regret letters are sent for filled vacancies. Process sign on bonuses, moving cost, and cellular allowances for new employees.

Responsible for enhancing operational efficiencies across staff services by identifying and implementing process improvements. Develop, coordinate, and deliver training programs for both new hires and existing employees of staff services to ensure consistent understanding of policies, procedures, and professional development opportunities. Supports the strategic goals of the lab through streamlined HR practices and effective staff development initiatives. Will manages personnel to ensure all relevant reports and actions related to appointment status and payroll certifications are accurately reflected in the University’s records. Ensure bi-weekly payroll is accurate and all employees will be properly and timely paid. Serves as subject expert on pay & leave and FACET processes for the NHMFL. Ensure quarterly exempt effort reporting for faculty and A&P employees is accurate.

Ensure immigration applications processes for H1B, J1, Permanent Residency, etc. are timely and accurate. Evaluate & recommend appropriate visas for a large number of potential non-resident foreign employees. Provide updates to employees and supervisors regarding the status of the processes. Responsible for all record-keeping, terminations of records, cost center report review, and FMLA procedures. Update and monitor calendar requests using Calendly and Qualtrics. Understand and use Teams for meetings, file storage and communication. Communicate with the lab on HR updates and policy changes. Provide HR metrics as requested and assist with developing/updating Dashboard for reporting status of onboarding, recruitment and retention, foreign candidate status and other new metrics. Assist with long-range planning/forecasting of NHMFL staffing needs. Share FSU HR updates and policy changes with the lab to ensure clear communication and alignment.

**Qualifications**
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Bachelor’s degree and four years’ experience or a high school diploma or equivalent and eight years of experience. (Note: or combination of post high school education and experience equal to eight years.)

**Contact Info**
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For additional information please contact Jenni Waddell at jwaddell@magnet.fsu.edu.

**University Information**
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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.

**FSU Total Rewards**
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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**
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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.

**Considerations**
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This is an A&P position.

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

**Equal Employment Opportunity**
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FSU is an Equal Employment Opportunity Employer.