Executive Assistant - Center for Children and Families

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 minimal direction, this position provides a wide range of administrative level staff support, coordination, and liaison functions for the Center for Children and Families (CCF) Executive Director and Directors. Performs duties with considerable independence of action and deals with materials that are highly sensitive and confidential in nature.

• Plans, schedules, coordinates and facilitates meetings/activities/events as directed, including preparing agendas, materials (including food) for meetings; composes emails, letters of support, recommendation letters, etc....
• Provides clerical and administrative support to Center Leadership (including memberships, reimbursements, updating of CV as relevant, etc....)
• Serves as payroll timekeeper or proxy for administrator as indicated
• Exercises sound judgment in decision-making, including ability to anticipate, recognize, and resolve internal and/or constituent issues. Resolves a variety of complex situations and conflicts involving the functions of the office
• Under the direction of the CCF Director of Program Administration, manages the logistics of the center's Continuing Education Program, including gathering and organizing data, ensuring compliance with the various regulations relevant to the CE program, and assisting with completing required reports on the matter
• Coordinates travel arrangements and expense reports as requested. Assist in organizing and executing conferences and speaker series.
• Handles confidential HR and HIPAA related issues with good judgment
• Ensures policies and procedures are being followed
• Handles sensitive cardholder information and/or processes credit cards transactions for the department/unit
• Interprets administrative and fiscal rules and policies and recommends new and improved programs to effectively manage administrative and fiscal administration.
• Evaluates office functions and recommends/oversees changes as needed. Ensures that office operations are in compliance with policy provisions and standards.

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

$48,000 - $50,000

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

• Fingerprinting Check
• Expanded Background Check

• Ability to work flexible hours as needed.
• Ability to travel locally

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.