Coordinator of Administrative 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.

Coordinates the administrative and operational support for the units under the responsibility of the Manager of Administrative Services and the Assistant Physical Plant Director. Assists in coordinating operational activities that includes personnel, payroll, budget preparation, and control, work management, and key control. Assists in communicating and verification of implementation of management policies and operating practices.

• Assists the Assistant Physical Plant Director, Manager of Administrative Services, and Custodial Managers in managing the office operations within the unit. Facilitates payroll input for Custodial employees for all campuses. Maintains and follow-up in a timely manner to all personnel and related records for the unit. Reviews, maintains, and submits all forms for extended leave requests, annual/sick leave requests, annual/sick leave requests and worker's compensation cases for the Custodial Unit.
• Answers and screens incoming calls from the Custodial Services main phone line and routes them appropriately in a professional manner. Orders and assists with the inventory of all office supplies needed for the unit.
• Provides administrative support for the inventory of building keys for Custodial Supervisors. Assists with the dispatching, distribution, approving and completion of work orders. Reviews work orders and ensures its completion on a timely manner.
• Assists in the preparation of submittal of various monthly, quarterly annual reports. Prepares and processes requisitions, purchasing orders, and other related documents.
• Coordinates and processes all employees' uniforms. Works with vendors to process receiving and payment of invoices.
• Assists with the communication and coordination of Response Team request for disinfection various Facilities spaces. Ensures works is completed and communicate with appropriate parties.
• Manages and coordinates administrative tasks and responsibilities that includes scheduling and coordinating staff training and meetings.
• Screens and schedule interviews for the Assistant Director of Physical Plant and Manager of Administrative Services. Assists with orientation and on-boarding of all new employees in the Custodial Services unit.
• Maintains and oversees the vehicle logs for Custodial Services, Recycling Services and the Warehouse units; Submits for final approval to the Facilities Management Department Administration log. Coordinates the repairs and schedule maintenance for all Custodial Services vehicles. Follow-up with Vehicle Services on all vehicle maintenance repairs and provide update to department supervisors and managers.
• Interfaces and maintains a high level of coordination with various staff members of the University at all levels.
• 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.

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

Experience working in a team setting environment.

Administrative

$40.000 - $42,000

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

• Operating University Vehicles (all types)
• Required to spend 50% or more of time operating a computer

• Criminal Background Check
• Driver's License Check

• Ability to work flexible hours as needed.
• Shift may vary according to departmental needs.

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.