Administrative User Program Manager - DC Field Facility (NHMFL) at InsideHigherEd

Job Title: Administrative User Program Manager - DC Field Facility (NHMFL)
Location: Tallahassee, FL
Regular/Temporary: Regular
Full/Part Time: Full-Time
Job ID: 61449
Department

National High Magnetic Field Laboratory - DC Field Facility

Responsibilities

• Oversee all aspects of the User Program, including magnet time applications, scheduling, and user support. Manages the magnet time request and review processes, coordinates schedules with facility directors, and maintains both physical and online calendars. Provides comprehensive administrative support to users, including communication, safety training, badging, shipping, office space, RAMP, travel, and general logistics. Coordinates User Committee elections and meetings, assists with annual user events, and supports outreach efforts such as the Summer School and conference representation to strengthen the user pipeline. Prepares reports, surveys, and statistical materials to ensure accurate, data-driven communication and decision-making for the User Program.
• Manage day-to-day administrative operations to ensure smooth and efficient functioning of the DC Field Facility (DCFF). Serves as the primary liaison for personnel and administrative requests, coordinating meetings, updating communications, managing mail and supplies, maintaining website content, and providing timekeeping support. Handles personnel administration with discretion and professionalism, supporting the full employee lifecycle including recruitment, onboarding, and separation in coordination with HR. Provides travel support, facilitates personnel actions such as appointments, salary adjustments, and visa updates, and assists supervisors with the annual appraisal process to ensure timely and organized evaluations.
• Support financial, project, and facility operations to maintain compliance and efficiency. Assists with annual and project budgets, purchasing, vendor communication, and maintenance of a University P-Card, ensuring fiscal responsibility. Contributes to project management by maintaining timelines, generating reports, overseeing consultant contracts, and supporting maintenance planning. Ensures a clean, safe, and functional facility by coordinating with facilities staff and entering work orders as needed. Plans and administer events, seminars, and visits, managing logistics, budgets, and communications to ensure professional and welcoming experiences for all participants.
• Interpret NHMFL, University, Federal and State policies as they affect the user program. Maintains an understanding and knowledge of NSF policies as they relate to user activities and interprets NSF policies for users and staff. Develop policies and procedures for magnet usage under the guidance of Facility Directors.

Qualifications

Bachelor's degree and four years of experience in a related science or research services field; or a high school diploma/equivalent and eight years of experience in the same. (Note: post-high school education can substitute for experience at the equivalent rate.)

Preferred Qualifications

• Preferred candidates should have an educational background in office management, project management, business or similar.
• Proven experience as a Program Coordinator, an Administrative Assistant or in a similar role.
• 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.
• Familiarity with grant proposal preparation is a plus.
• 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.

Contact Info

For additional information, please contact Kayla West at [email protected].

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 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

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 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

This is an A&P position.

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

This position may encompass some evening/weekend work (e.g. for events).

Equal Employment Opportunity

FSU is an Equal Employment Opportunity Employer.