Coordinator of Administrative Services - College of Public Health and Social Work

Florida International University is classified by Carnegie as a R1: Doctoral Universities - Highest Research Activityand recognized as a Carnegie engaged university. It is a public research university with colleges and schoolsthat offers 196bachelor’s, master’s and doctoralprograms in fields such as engineering, computer science, international relations, architecture, law and medicine. As one of South Florida’s anchor institutions, FIU contributes almost $9 billion each year to the local economy. FIU is Worlds Ahead in finding solutions to the most challenging problems of our time. FIU emphasizes research as a major component of its mission. FIU has awarded more than 220,000 degrees and enrolls more than 54,000 students in two campuses and three centers including FIU Downtown on Brickell, FIU@I-75, and the Miami Beach Urban Studios.FIU’s Medina Aquarius Programhouses the Aquarius Reef Base, a unique underwater research facility in the Florida Keys. FIU also supports artistic and cultural engagement through its three museums:Patricia & Phillip Frost Art Museum, theWolfsonian-FIU, and theJewish Museum of Florida-FIU. FIU is a member ofConference USA and more than 400 student-athletes participating in 18 sports. For more information about FIU, visithttp://www.fiu.edu/.

Coordinator of Administrative Services - College of Public Health and Social Work – 533579

Job Summary:

Coordinates the day-to-day administrative operations of college labs and grant program activities. Ensures efficient office operations in compliance with university guidelines.

• Carries out smooth and efficient administrative operations of the Dean's office, college labs and T-32 activities. This includes arranging meetings, reserving room space/resources for events or meetings, travel arrangements, expense reports and back up support as needed.
• Provides administrative support related to T32 activities which may include coordinating and overseeing travel arrangements, submitting non-conforming forms for guest speakers and arranging payment for professional fees, student documents, etc. Ensures all T32 activities meet and are in compliance with university, state and federal guidelines.
• Works closely with the research and lab personnel in the procurement of laboratory/and or research supplies, ensuring orders are accurate and timely. Maintains an organized inventory system of supply orders and manages re-ordering processes to prevent shortages.
• Serves as the University's credit card user for the Dean's office, college labs and project related transactions. Assures compliance and adherence to the university credit card policies and procedures.
• Serves as back up to the Office Managers within the college to provide administrative support as needed. Included but not limited to coordinating and managing travel arrangements, submitting expense reports and providing assistance to visitors, faculty and staff and students.
• Prepares presentation materials for use by others, editing content and adding appropriate graphic and design elements. Composes and/or prepares correspondence, memoranda, promotional materials, forms, newsletters, manuals, and reports using appropriate word processing and spreadsheet tools. Schedules meetings and appointments as needed.
• May assist the Dean's Office and academic units in event planning, including but not limited to college- wide events, conferences and specific unit workshops, seminars, and others.
• Serves as the college's back up administrative contact for online credit card payments to college events, workshops, etc, via the Merchant Credit Card system. Reconciles as needed, the generated credit card revenues and processes the appropriate corresponding journal entries.
• Develops and maintains good working relationships with outside vendors to ensure orders are being fulfilled in a timely manner.
• Assists with special projects and initiatives as needed, including research, data collection and or analysis.

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

Desired Qualifications: Proficiency in computer software (i.e., Microsoft Office).

Salary: $44,057 - $50,000

Work Schedule:

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

Pre-Employment Requirements:

Expanded Background Check

For further information or to apply, please visit careers.fiu.edu and reference Job Opening ID # 533579

Florida Statute 1010.35 - Screening Foreign Researchers

Pursuant to Florida law, any citizen of a foreign county who is not a permanent resident of the U.S., or who is a citizen or permanent resident but is affiliated with or has had at least 1 year of employment or training in China, Russia, Iran, North Korea, Cuba, Venezuela, or Syria is subject to additional screening. Applicants meeting those criteria will be required to provide the following information in the application: every institution of higher education attended; all previous employment since the applicant’s 18th birthday; list of all published material, current and pending research funding from any source, including details about the research, your role, funding source, and amount; list and description of any non-university professional activities; any affiliation with an institution or program in a foreign country; a complete copy of your passport; the most recently submitted DS-160 (Online Nonimmigrant Visa Application).

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.