Office Coordinator

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.

Provides support for the day-to-day office operations of the Housing Office. Facilitates a variety of tasks pertaining to the daily operations of the Department, including, but not limited to, overall office management, enforcing related policies, coordinating travel, student and parent communication, and coordinating purchase orders and requests. Maintains meticulous record-keeping to ensure seamless office functionality and manages ongoing department projects.

• Provides administrative assistance to the Senior Director of Housing and Residential Experience and Associate Director of Housing. Maintains the Senior Director and Associate Director of Housing's calendars. Schedules meetings, appointments, and compiles necessary information for such meetings. Prepares, distributes, and files correspondence, memoranda, staff manuals, and other related documents for the Senior Director and Associate Director.
• Provides direct support to the Senior Director and Associate Director for the office operation in managing the day-to-day office operations for this unit. Responding to visitors, students, and vendors by screening, answering, and routing calls to the appropriate person/department. Ensures that office voice mail and office mail are properly processed.
• Provides support to Housing Operations, including assisting with room assignments, delivering exceptional customer service, and assisting with call campaigns, as needed.
• Performs various administrative tasks, including maintaining the Housing Office calendar and vacation schedules. Oversees the organization and upkeep of administrative records and coordinates reservations for housing vans and golf carts. Assist with scheduling department meetings.
• Prepares and processes travel and reimbursement requests to ensure compliance with departmental and university policies.
• Assists in the coordination of the department's function and events. Keeps orderly record of all purchase orders processed and coordinates all purchasing needed for the Housing Office. Makes purchases for the department using the University P- card and P-card reconciliations. Serves as the University's credit card user for departmental transactions. Adheres to University's compliance trainings, rules and regulations.
• Responsible for department-wide communication efforts. Assisting in the management of department projects and initiatives.
• Serves as a liaison, resolving issues between the Housing Office, University departments, housing residents, parents, and prospective residents.
• Manages the inventory of housing printed materials, official records, business forms, and other related departmental documents. Monitors and replenishes office supplies and forms as needed, coordinating purchases through the Housing Finance Team. Assists Senior Director, Associate Director, and Finance Team with vendor outreach for special projects.
• Acts as the payroll timekeeper and serves as a proxy for the Senior Director.

High school diploma or GED and six (6) years of office or related experience providing administrative support; OR an equivalent combination of relevant education and/or experience.

• Bachelor's degree.
• A minimum of two years of experience in an office environment or a related field, offering administrative support or coordinating the functions of an office or department.

Staff

Begin time: 8:30 AM

End time: 5:00 PM

Operating University Vehicles (all types)

• Driver's License Check
• Fingerprinting Check
• Expanded Background Check

• Ability to work flexible hours as needed.
• May be required to be On-Call as needed by the University.

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.

Since 1945, the Florida Legislature has made a provision to give preference in the hiring process to United States war veterans in recognition of their military, naval, or air service who meet specific conditions. The conditions are as follows:

• Veterans with a VA service-connected disability
• Spouses of veterans with permanent and total service-connected disability
• Honorably discharged veterans with wartime service.
• Unmarried widow or widower of a veteran who died as a result of a service-connected disability
• A veteran who has served in a qualifying campaign or expedition for which a campaign badge has been authorized, to include the Global War on Terrorism Expeditionary Medal.

Florida International University honors this policy and will comply with Veterans' Preference guidelines when filling staff positions. Any applicant claiming Veterans' Preference will be required to attach a DD214 with each application submitted for verification.

If there are any questions concerning Veterans' Preference, please contact Talent Acquisition & Management by calling 305-348-2500.
For additional information on Veterans' Preference, visit http://www.floridavets.org/.

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.