Florida State University
OPS Administrative Assistant - DC Field Facility (NHMFL)
Florida State University, Tallahassee, Florida, us, 32318
Department
DC Field Facility - National High Magnetic Field Laboratory
Responsibilities
Project management support:
Maintains project timelines based on project manager's input. Generates accurate budget reports for projects. Ensures consultant contracts/visiting scientist contracts are current, compliant, takes care of renewal and billing. Supports Shutdown and Maintenance Monday planning. Budget/Finance/procurement:
For each budget/project: Maintains an overview of all DCFF purchases and according to budget balances and works with the budget & finance groups to reconcile as needed. Works with procurement office to ensure order confirmations are received from vendors for long lead time and emergency purchases. Works with procurement office to research delayed orders. Obtains quotations from venders as needed and instructed by technical personnel. Places orders as requested by facility personnel. Leads the administrative processes related to ITBs and ITNs. Supports the budget request process. Supports budget transfers. Supports and organizes end-of-year/-grant spenddown. Work order management:
Enters facility related work orders and follows up on execution & schedule. Event/visitor support:
Collaborate with MagLab event planning personnel for events larger than interviews or tours. Ensure all personnel involved have received and understood communication regarding events. Personnel management:
Administratively supports hiring process:
Communication with HR office throughout hiring process. Collects and distributes applicant materials to hiring committees. Facilitates interview scheduling with candidates, committee, zoom links, meeting rooms. Facilitates onboarding. Facilitates welcome to facility & administrative functions of the first week(s). Ensures workspace, tools and PPE are ready for new employee. Prompts welcome email from Facility Directors.
Process Optimization:
Develops, documents and continually improves administrative processes in the DCFF (i.e., DCFF internal onboarding workflow etc). Data presentation:
Generates tables and graphs of facility statistics based on facility data sets (uptime reports etc).
Qualifications
High School Diploma or Equivalent
Contact Info
Kayla West at knwest@fsu.edu
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.
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 OPS/temporary job.
Based on the duties, this position may require completion of a criminal history background check .
Schedule will be 10-20 hours per week
Equal Employment Opportunity
FSU is an Equal Employment Opportunity Employer.
DC Field Facility - National High Magnetic Field Laboratory
Responsibilities
Project management support:
Maintains project timelines based on project manager's input. Generates accurate budget reports for projects. Ensures consultant contracts/visiting scientist contracts are current, compliant, takes care of renewal and billing. Supports Shutdown and Maintenance Monday planning. Budget/Finance/procurement:
For each budget/project: Maintains an overview of all DCFF purchases and according to budget balances and works with the budget & finance groups to reconcile as needed. Works with procurement office to ensure order confirmations are received from vendors for long lead time and emergency purchases. Works with procurement office to research delayed orders. Obtains quotations from venders as needed and instructed by technical personnel. Places orders as requested by facility personnel. Leads the administrative processes related to ITBs and ITNs. Supports the budget request process. Supports budget transfers. Supports and organizes end-of-year/-grant spenddown. Work order management:
Enters facility related work orders and follows up on execution & schedule. Event/visitor support:
Collaborate with MagLab event planning personnel for events larger than interviews or tours. Ensure all personnel involved have received and understood communication regarding events. Personnel management:
Administratively supports hiring process:
Communication with HR office throughout hiring process. Collects and distributes applicant materials to hiring committees. Facilitates interview scheduling with candidates, committee, zoom links, meeting rooms. Facilitates onboarding. Facilitates welcome to facility & administrative functions of the first week(s). Ensures workspace, tools and PPE are ready for new employee. Prompts welcome email from Facility Directors.
Process Optimization:
Develops, documents and continually improves administrative processes in the DCFF (i.e., DCFF internal onboarding workflow etc). Data presentation:
Generates tables and graphs of facility statistics based on facility data sets (uptime reports etc).
Qualifications
High School Diploma or Equivalent
Contact Info
Kayla West at knwest@fsu.edu
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.
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 OPS/temporary job.
Based on the duties, this position may require completion of a criminal history background check .
Schedule will be 10-20 hours per week
Equal Employment Opportunity
FSU is an Equal Employment Opportunity Employer.