Coordinator Admin. Services

Florida International University is a top public university that drives real talent and innovation in Miami and globally. Very high research (R1) activity and high social mobility come together at FIU to uplift and accelerate learner success in a global city by focusing in the areas of environment, health, innovation, and justice. Today, FIU has two campuses and multiple centers. FIU serves a diverse student body of more than 56,000 and 290,000 Panther alumni. U.S. News and World Report places dozens of FIU programs among the best in the nation, including international business at No. 2. Washington Monthly Magazine ranks FIU among the top 20 public universities contributing to the public good.

Under administrative direction, this position is responsible for providing a variety of administrative support to the Department of Politics and International Relations (PIR). Serves as first call resolution and/or determines the next course of action to resolve inquiries from students, staff, faculty, and guests of the department. Requires extensive knowledge of business administration and office practices and procedures to perform moderately complex duties in supporting operations of the department.

• Oversees and facilitates specific activities/tasks/assignments for the department. Serves as first point of contact in PIR. Greets faculty, students and visitors in the main office reception area. Performs clerical duties including, but not limited to typing, filing, scanning, faxing, answering, and screening calls.
• Works alongside Pre Law Director to manage PreLaw projects and oriented activities including planning, initiation, coordination implementation and evaluation. Prepares presentation materials as well as creates flyers for seminars/workshops/colloquiums and is responsible for editing content, and appropriate graphic and design elements. Maintains event attendance in designated platform(s). Fully responsible in tracking and maintaining program records including basic statistical calculations on data reports for the program and handles certificates process.
• Provides support to the Academic Advising Unit by retrieving information from PantherSoft, scheduling student appointments and disseminating orientation information and availability of advisor/advising appointments.
• Composes, coordinates, organizes and maintains confidential files. Prepares correspondence, memoranda, promotional materials, forms, newsletters, manuals and reports. Provides information regarding changes of major/minor forms. Maintains departmental records i.e., forms and materials.
• Assists with hiring Federal Work Study (FWS) students for the department. Facilitates training, assigning work, and may be designated as a lead worker.
• Interprets, monitors and analyzes pertinent departmental information. Resolves minor issues that have significant impact on the overall goals of the department.
• Monitors IT needs (Ask-IT tickets or PantherTech repairs), assists with general technical issues and requests IT assistance when and if needed. Set-ups rooms for AV related/technical equipment (Zoom, etc.) for meetings, classes, colloquiums/workshops, events, defenses, presentations, etc.
• Provides general information to students regarding University Academic Services and OneStop Enrollment. Forwards inquiries to appropriate person or department. Maintains PIR program bulletin boards, display carrel and stock of printed materials for distribution to students.
• Maintains and updates supply inventory. Submits supply orders for approval. Maintains supply cabinets in the file rooms. Maintains copy/fax area. Checks for faxes throughout the day. Maintains departmental property inventory and confirms annual verification spreadsheet with the Deans office.
• Assists with PIR book ordering procedures and SPOTs process. Orders desk and examination copies of books for all instructors as well as books for students enrolled in courses. Collects and distributes faculty student evaluations to Department Leadership and Staff.
• Manages and reconciles departmental expenses including travel and other expenses using University's credit card. Submits requisitions and receives goods or services against purchase orders; creates travel authorizations and expense reports through the University's financial system. May process contracts in accordance with University purchasing guidelines.
• Assists with Office of Class Management (OCM) process and procedures. Prepares and maintains override/permit lists. Assists with credentialing and contracts as needed. Schedules meeting space and room reservations throughout the university.
• Interprets university and college administrative and fiscal policies and procedures. Interprets and provides recommendations on procedures for the unit to improve administrative and fiscal operation for the programs and office site.

Bachelor's degree and two (2) years of office or related experience providing administrative support, or coordinating functions of an office or department.

Administrative

$40,000- $45,000

Begin time: 8:30 AM
End time: 5:00 PM

Required to spend 50% or more of time operating a computer

Criminal Background Check

Ability to work flexible hours as needed.

Prospective Employee

If you have not created a registered account, you will be asked to create a username and password for use of the system. It is recommended that you provide an active/valid e-mail account as that will be the main source of communication regarding your status within the process. In this account, you are able to track your applicant status in "My Applications".

To be considered eligible for the position as an internal candidate, departmental staff must meet minimum requirements of the position and be in good performance standing.

Before you begin the process, we recommend that you are prepared to attach electronic copies of your resume, cover letter or any other documents within the application process. It is recommended that you combine your cover letter and resume/curriculum vitae into one attachment. Attached documents should be in Microsoft Word or PDF format. All applicants are required to complete the online application including work history and educational details (if applicable), even when attaching a resume.

*This posting will close at 12:00 am of the close date.

Current Employee

As a current employee, you must log into Employee Self Service (ESS) to apply for this and any other internal career opportunity of interest. In this account, you are able to track your applicant status in "My Applications".

To be considered eligible for the position as an internal candidate, departmental staff must meet minimum requirements of the position and be in good performance standing.

Before you begin the process, we recommend that you are prepared to attach electronic copies of your resume/ curriculum vitae, cover letter or any other documents within the application process. It is recommended that you combine your cover letter and resume into one attachment. Attached documents should be in Microsoft Word or PDF format.

*This posting will close at 12:00 am of the close date.

Clery Notice

In compliance with the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, the University Police department at Florida International University provides information on crimes statistics, crime prevention, law enforcement, crime reporting, and other related issues for the past three (3) calendar years. The FIU Annual Security report is available online at: https://police.fiu.edu/download/annual-security-fire-safety-report/.

To obtain a paper copy of the report, please visit the FIU Police Department located at 885 SW 109th Avenue, Miami, FL, 33199 (PG5 Market Station).

Pay Transparency

Florida International University will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information.

FIU is a member of the State University System of Florida and an Equal Opportunity, Equal Access, Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.