Executive Assistant

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.

Manages the day to day operations of the College of Arts, Sciences & Education (CASE) Dean's Office. Prioritizes items that require the School Deans immediate attention. Serves as liaison for the School Deans within the University and in the community- local, state, national and international.

• Manages the day to day operations of the College of Arts, Sciences & Education Dean's Office. Screens calls to the School's Deans. Reviews incoming and outgoing correspondence. Prioritizes items that require the School Deans immediate attention.
• Conducts research on subjects requested by the School's Deans, or in preparation for an activity or event on the their calendars, providing background information and ensuring continuity for matters needing follow
• up.
• Monitors deadlines and ensures compliance with them.
• Serves as liaison for the School Deans within the University and in the community- local, state, national and international.
• Researches policy items and makes recommendations to the Dean.
• Interprets and implements University and SUS policies as appropriate.
• Develops operational procedures to ensure the efficient functioning of the CASE Dean's Office.
• Coordinates public relations and promotional endeavors directly related to the School Deans, working with appropriate University departments.
• Has signature authority for accounts in the CASE Dean's Office.
• Works with Academic Affairs on matters pertaining to the College.
• Has access to confidential matters and documents. Maintains a high degree of confidentiality and discretion in all matters pertaining to the CASE Dean's Office and the University.
• Uses independent judgment in expediting the School Deans correspondence, initiating and following through for rapid response on time sensitive items.
• Serves as spokesperson at internal and external functions, as requested by the Deans.
• Composes correspondence and other documents, as appropriate, on behalf of the School Deans.
• Coordinates project activities, information retrieval, and complex administrative matters.
• Manages the scheduling for the School Deans calendars. Manages the long-range calendar and scheduling plans for the School Deans, to ensure compliance with priorities set by them.
• Coordinates the daily preparation of meeting agendas and other appropriate documents for each activity or event on the School Deans calendar.
• Briefs the School Deans on upcoming events, activities, and issues under consideration.
• Examines correspondence submitted for the School Deans signatures to ensure accuracy and completeness.
• Supervises assigned staff, temporary, and student employees.
• Serves as the primary support for the School's Deans in CASE.
• Organizes and manages all Dean's Office meetings: staff, chairs & directors, college leadership etc.
• Performs essential duties in any emergencies such as hurricanes, storms, and/or any other university emergency closing. The employee is expected to be available to report to work as needed during university emergency closing with appropriate notification of a department administrator.
• Serves as the primary point of contact on any matter directed to the School's Deans.
• Coordinates and schedules major development, promotional and public relations activities for the School's Deans and coordinates their involvement in major University events.

Bachelor's degree and two (2) years of office or related experience providing administrative support, or coordinating functions of an office or department; OR six (6) years of office or related experience providing administrative support, or coordinating functions of an office or department; OR an equivalent combination of relevant education and/or experience.

Administrative

Begin time: 8:30 AM

End time: 5:00 PM

Operating University Vehicles (all types)

• Criminal Background Check
• Driver's License Check

• Ability to work flexible hours as needed.
• Travel to FIU Campus

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.

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.

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 contractors legal duty to furnish information.

FIU is an equal opportunity provider and does not discriminate on the basis of race, color, sex, sexual orientation, gender identity, pregnancy, religion, age, disability, national origin, marital status, and veteran status in its programs and activities. For inquiries regarding nondiscrimination contact FIUs Title IX Coordinator and Director of the Office of Civil Rights Compliance and Accessibility at 305.348.2785 or email ocrca@fiu.edu.