Administrative Specialist – Employee Services (NHMFL)

Florida State University; Tallahassee (FL); On-site; USD 39,000 - 47,000; Full time

Benefits offered by this job

World-renowned lab

Scientific discovery impact

Collaborative growth

Job summary

Florida State University’s National High Magnetic Field Laboratory invites applications for an Administrative Specialist – Employee Services. This full-time, on-site role in Tallahassee supports international hiring, onboarding, and compliance for NHMFL.

You will manage visas, export controls, and employment eligibility while partnering with university offices to ensure timely, accurate processing. The position requires a bachelor’s degree with 2 years of experience, or a high school diploma

Qualifications

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

Responsibilities

• Coordinates international hiring for A&P, USPS, Faculty, OPS, and courtesy appointments, reviews hiring actions for compliance, processes offers in OMNI, prepares offer letters and salary documentation, and ensures required approvals.
• Manages Smart Onboarding requirements through completion and serves as a resource to hiring managers, coordinators, and candidates regarding international employment processes.
• Serves as the primary contact for immigration-related employment matters at the MagLab, coordinates J-1, H-1B, and Green Card visa applications, extensions, renewals, and amendments in collaboration with university immigration offices.
• Reviews eligibility and documentation, tracks visa and employment authorization deadlines, maintains immigration records, and provides guidance to employees and departments to ensure continued compliance with federal requirements.
• Administers export control reviews for international hires and visitors through RAMP, initiates and monitors submissions, coordinates with departments, candidates, and compliance offices, and processes amendments as needed.
• Coordinates I-9 and employment eligibility verification for international employees, including required reverifications.
• Tracks authorization expiration dates, maintains accurate immigration, hiring, onboarding, and compliance records, and assists with audits, reporting, and compliance reviews.
• Provides operational support to the employee services team and backup assistance for domestic recruitment and hiring.
• Assists with special projects, process improvements, and administrative initiatives.
• Collaborates with employee services staff, departments, and university partners to improve services and efficiency while providing responsive support for HR-related inquiries.

Education

Bachelor's degree

High school diploma or equivalent

Job description

Administrative Specialist – Employee Services (NHMFL)

Location: Tallahassee, FL

Regular/Temporary: Regular

Full/Part Time: Full-Time

Job ID: 63794

Department

National High Magnetic Field Laboratory

Join the world-renowned National High Magnetic Field Laboratory at Florida State University (FSU) and support groundbreaking scientific discovery in a collaborative, high-tech environment. FSU was recently recognized as one of America’s Best-in-State Employers for its strong workplace environment and employee-centered values.

Responsibilities

This position coordinates international hiring, onboarding, and compliance activities for NHMFL Employee Services. Manages visa processes, export control reviews, employment eligibility, and related documentation while supporting international employees and university partners.

Key Responsibilities

• Coordinates international hiring for A&P, USPS, Faculty, OPS, and courtesy appointments. Reviews hiring actions for compliance, processes offers in OMNI, prepares offer letters and salary documentation, and ensures required approvals are obtained.


• Manages Smart Onboarding requirements through completion and serves as a resource to hiring managers, coordinators, and candidates regarding international employment processes.


• Serves as the primary contact for immigration-related employment matters at the MagLab. Coordinates J-1, H-1B, & Green Card visa applications, extensions, renewals, and amendments in collaboration with university immigration offices.


• Reviews eligibility and documentation, tracks visa and employment authorization deadlines, maintains immigration records, and provides guidance to employees and departments to ensure continued compliance with federal requirements.


• Administers export control reviews for international hires and visitors through RAMP. Initiates and monitors submissions, collects required documentation, coordinates with departments, candidates, and compliance offices, and processes amendments as needed.


• Coordinates I-9 and employment eligibility verification for international employees, including required reverifications.


• Tracks authorization expiration dates, maintains accurate immigration, hiring, onboarding, and compliance records, and assists with audits, reporting, and compliance reviews.


• Provides operational support to the employee services team and backup assistance for domestic recruitment and hiring.


• Assists with special projects, process improvements, and administrative initiatives.


• Collaborates with employee services staff, departments, and university partners to improve services and efficiency while providing responsive support for HR-related inquiries.

Qualifications

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

Helpful

• Opportunity to work at a world-renowned national research laboratory.


• Meaningful contributions to scientific discovery and student learning.


• A collaborative environment that values your expertise and invests in your growth.

Contact Info

For additional information, please contact Kayla West.

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 Florida State University and our campuses.

Anticipated Salary Range

Minimum salary of $43,000, commensurate with education and experience.

FSU Total Rewards

FSU offers a robust Total Rewards package. Visit our FSU Total Rewards website to learn more about our Compensation, Benefits, Wellness, Recognition, and Employee Development programs. Use our FSU Total Compensation Calculator to calculate Total Compensation options based on potential salary, benefits and retirement contributions, earned leave, and other employment-related perks.

Considerations

This is an A&P position.

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

Equal Employment Opportunity

FSU is an Equal Employment Opportunity Employer.