About FIU
Florida International University is a Top 50, preeminent public research university with 55,000 students from all 50 states and more than 140 countries, as well as an alumni network of more than 340,000. Located in the global city of Miami, the university offers more than 200 degree programs at the undergraduate, graduate and professional levels, including medicine and law. FIU faculty are leaders in their fields and include National Academy members, Fulbright Scholars and MacArthur Genius Fellows. A Carnegie R1 institution, FIU drives impactful research in environmental resilience, health and technology and innovation. Home to the Wall of Wind and Institute of Environment, FIU stands at the forefront of discovery and innovation. With a focus on student success, economic mobility and community engagement, FIU is redefining what it means to be a public research university.
Job Summary
Provides comprehensive administrative and operational support for the Office of University Protocol, Ceremonies and Events. Works closely with the Executive Director to coordinate daily office operations, fiscal activities, and administrative functions. Manages day-to-day activities by responding to requests and inquiries, resolving moderately complex administrative issues independently or collaboratively, and ensuring efficient workflow and office organization. Exercises independent judgment in planning, prioritizing, organizing, and scheduling work assignments while applying knowledge of administrative and office management practices. Provides direct administrative assistance to the Executive Director and supports events produced by the department including but not limited to: Groundbreakings, Ribbon Cuttings, lectures, convocations, and commencement ceremonies.
- Manages the procurement, inventory, and distribution of office supplies department. Serves as point of contact for ordering commodity items and ensures departmental purchases follow established policies and procedures.
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Provides administrative and secretarial assistance to the Executive Director. Maintains the Executive Director's calendar of meetings, appointments and events.
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Prepares meeting materials. Provides necessary documentation or background information for meetings.
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Prepares and distributes minutes of meetings, as necessary.
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Reviews, approves, and monitors monthly departmental PCard transactions to ensure accuracy and compliance with university policies and procedures.
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Interprets, monitors, and analyzes administrative policies and procedures to ensure adherence to internal guidelines and external regulatory requirements.
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Reconcile and processes all invoices for payment pertaining to department.
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Serves as the department's main user of the Total Contract Manager (TCM) tool. Input and manages contracts using TCM to ensure accurate and timely processing.
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Prepares, maintains, and monitors budget summary reports for event vendors, services, and expenditures associated with presidential and university events.
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Serves as one of the merchant account's reconciler's; Handles sensitive cardholder information and/or processes credit cards transactions for the department/unit; Will have access to a third party system (software, gateway, etc.) that processes, transmits, and/or stores cardholder information.
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Manages the full purchase order (PO) processes, including purchase orders, requisitions, change orders, invoice submissions, and payment coordination upon completion of services.
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Serves as liaison between the Controller's Office and external vendors to facilitate financial processing and event production activities.
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Assists with the department's Continuity of Operations Plan (COOP) to support emergency preparedness and operational continuity.
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Assists Executive Director with Miami Dade County early voting.
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Assists in the preparation of materials and supplies for events. Provides on-site event support during ceremonies and special events.
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Responsible for keeping up to date with the Upcoming Speeches document to ensure accurate tracking and assignment of event responsibilities. Updates team calendars accordingly.
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Manages and prepares all Smart Internal Billing transactions for department.
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Performs office management functions, including key control coordination, facilities requests, and general operational support.
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Arranges scheduling of meeting rooms, coordinates audio visual equipment, and orders food as needed. Coordinates special events and functions, as needed.
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Coordinates the department's travel arrangements and prepares travel authorizations, expense reports, and reimbursements as needed. Ensure travel purchases follow established policies and procedures.
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Performs clerical functions such as, preparing correspondence, receiving visitors, arranging conference calls and maintaining office files. Track and coordinates staff's weekly reports.
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Prioritizes and coordinates multiple projects. Provides assistance with special projects.
Minimum Qualifications
Bachelor's degree and three (3) years of office or related experience providing administrative support, or coordinating functions of an office or department; OR seven (7) years of office or related experience; OR an equivalent combination of relevant education and/or experience.
Job Category
Advertised Salary
Work Schedule
Begin time: 8:30 AM
End time: 5:00 PM
Pre-Employment Requirements
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Criminal Background Check
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Driver's License Check
How To Apply
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.
How To Apply
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.
Disclosures
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.
Notice of Non-Discrimination
FIU is a State University System of Florida member, Equal Opportunity, Equal Access, and Affirmative Action Employer for individuals with disabilities and veterans. All qualified applicants will receive consideration for employment decisions, programs, and events without regard to race, color, religion, sex, age, national origin, disability, or protected veteran status. For inquiries regarding non-discrimination, contact FIU's Office of Civil Rights at 305.348.2785 or email [email protected].
Reasonable Accommodation Statement
Should you need an ADA accommodation to participate in a University event, program, or activity or need to request materials in an accessible format, please contact FIU's Office of Civil Rights (OCR) at 305-348-2785 or [email protected]. All requests for ADA accommodation or accessible materials for this event must be submitted to OCR at least seven (7) business days prior to the event or at the earliest possible opportunity.
