Office Specialist - Biscayne Bay Campus

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 direction of the Office Manager, coordinates a variety of office functions to support the College of Arts, Sciences & Education (CASE) programs and departments on the Biscayne Bay Campus (BBC). Provides high level customer service to internal and external contacts and ensures inquiries are addressed and resolved. Uses considerable discretion and independent judgment.

• Maintains office supplies inventory and assists Office Manager in maintaining inventory of university property serves as the main administrative support point of contact for Marine Science in BBC.
• Serves as the point of contact for the processing and payment of TARs and Reimbursement forms for CASE personnel on BBC. Routes research and grant related TARs to the appropriate individuals. Reconcile credit card statements and report discrepancies.
• Assists in faculty allocations and moves by processing work orders. Provides guidance on access requests, phone lines, office furniture, computer hookups, etc. according to office policy. Assists the Office Manager and the Marine Science building manager with the submission of work orders.
• Responds to inquiries from faculty, adjuncts and graduate students. Analyzes and resolves non-routine complex issues in timely manner. Composes and edits internal correspondence and assists with document preparation. Photocopies and collates complex materials.
• Assists in day-to-day operations. Performs other duties as assigned. Omission of specific duties does not preclude the supervisor from assigning duties that are related to the position.
• Manages reservation calendars for conference rooms and shared offices/spaces. Provides technical assistance in the operation of conference room media. Ensures questions are answered and issues resolved in a timely manner.
• Directs visitors to appropriate Individual or area of the department/college/university.
• Schedules appointments, interviews, meetings, and travel arrangements; assists with the coordination of major events; and researches, gathers information, and assists on special projects.
• Acts as liaison between the department and other areas, such as Admission, Registration & Records, Financial Aid, etc., as well as between faculty and students, providing contact information, locations, and office hours. Additionally, assists in the handling and coordination of student evaluations and proctoring
• Creates and maintains filing systems and monitors efficiency. Maintains databases. Updates manuals and procedures guidelines. Designs presentations from established content.
• Reconciles accounting statements and reports discrepancies. Assists with general office tasks to support faculty and staff as needed in the absence of the other office support staff.
• Manages departmental purchases. Routinely orders office supplies, classroom materials and equipment. Serves as the University's credit card user for departmental transactions. Adheres to University's credit card policies and procedures.
• Receives and sorts mail delivering to appropriate mailboxes as established for faculty, students and adjuncts. Matches invoices to packing slips and validates deliveries.

High school diploma or GED and four (4) years 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.

Staff

$31,200-$36,000

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

Expanded Background Check

Ability to Travel to FIU Locations and/or FIU Campuses.

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 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.