Administrative Specialist - Employee Services

Job ID: 63794

Location: Tallahassee

Application Deadline: November 12, 2026

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 culture and employee-centered values.

Responsibilities

This position coordinates international hiring, onboarding, and compliance activities for National MagLab 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 seNes as a resource to hiring managers, coordinators, and candidates regarding international employment processes.
• SeNes 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 1-9 and employment eligibility verification for international employees, including required
• 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 seNices 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

Bachelor's degree + 2 years of experience or a high school diploma or equivalent + 6 years of relevant experience.

Helpful

What You Gain at FSU

• 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

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 our university and campuses.

FSU Total Rewards

FSU offers a robust Total Rewards package. Visit FSU Total Rewards Package page to learn more about our Compensation, Benefits, Wellness, Recognition, and Employee Development programs

Use FSU interactive tool to calculate Total Compensation options based on potential salary, benefits and retirement contributions, earned leave, and other employment-related perks.

Anticipated Salary Range

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

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.

Equal Employment Opportunity

FSU is an Equal Employment Opportunity Employer.