Administrative Assistant (Part-time, OPS)

Job ID: 61895

Location: Tallahassee

Application Deadline: March 3, 2026

Position Overview

The Administrative Assistant works closely with the Special Assistant to the Director to provide executive-level administrative, event, and operational support. This role is essential to the smooth functioning of the Director's Office and affiliated teams and contributes to lab-wide initiatives, events, and a welcoming, well-organized workplace environment. The position also supports the organization, inventory management, and sales of MagLab merchandise.

Key Responsibilities

• Administrative & Executive Support
• Assist with calendar management, meeting scheduling, and coordination of travel arrangements. Support daily administrative operations, including purchasing, ePARs, and foundation reimbursements. Provide general administrative assistance to the Director's Office and affiliated MagLab teams.

Event Coordination & Planning

Assist in planning and executing MagLab events, including:

• External Advisory Committee Meetings
• Director's Lab-Wide Meetings
• MagLab Open House
• Pi Party, Holiday Parties, and team-building events
• Support logistics, budgeting, materials preparation, and on-site coordination for conferences and workshops.
• Assist with lab-wide initiatives such as the food pantry program and professional development activities.

Merchandise Organization, Inventory & Sales

• Organize, track, and maintain inventory of MagLab merchandise.
• Assist with merchandise sales at events and through internal channels.
• Reconcile merchandise accounts and support accurate recordkeeping of inventory and revenue.
• Help coordinate restocking, storage, and display of MagLab-branded items.

Personnel & Office Management

• Assist with onboarding processes, ePAR updates, and New Employee Surveys.
• Provide administrative support for Space Committee and Interview Committees.
• Help maintain organized office systems and shared resources.

Budget & Resource Support

• Assist with managing the Director's budgets, including reconciliation of vending and merchandise accounts.
• Support the faculty CV repository (FEAS) and assist with training staff on its use.

Project & Team Support

• Assist in organizing team-building activities and professional development trainings
• Support strategic initiatives and special projects for the Deputy and Operations Directors.
• Provide general administrative support to other Maglab teams as needed.

Qualifications

High school diploma or equivalent.

Contact Info

For additional information, please contact 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.

Equal Employment Opportunity

FSU is an Equal Employment Opportunity Employer.