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 administrative coordination and operational support for the Office of the Dean, college laboratories, and grant-supported activities by executing day-to-day processes, managing logistics, and maintaining records and tracking systems. Works closely with the Senior Coordinator of Administrative Services in coordinating events and onboarding activities. Coordinates travel, scheduling, and procurement support functions; monitors deadlines; and ensures timely completion of administrative tasks in accordance with university, state, and federal requirements. Serves as an administrative liaison across departments, supporting efficient, accurate, and customer-focused operations with a primary emphasis on execution and coordination.
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Coordinates administrative operations for the Dean's Office, college laboratories, and grant supported (including T-32) activities, ensuring efficient workflow through travel arrangements, expense processing and general administrative support. Maintains office supply inventory for the Dean's Office, monitors supply levels, coordinates purchases and ensures availability of administrative resources.
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Provides administrative support for T32 and grant related activities which may include coordinating travel, submitting non-conforming forms for guest speakers, facilitating payments (professional fees, student documents, etc.). Maintains proper documentation and ensures adherence to established university, state and federal guidelines.
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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.
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Serves as a procurement/credit card user for the Dean's office, college labs and project related transactions. Ensures transactions are completed in compliance and adherence to the university credit card policies and procedures.
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Serves as back up to the Office Managers within the college to provide administrative support as needed including but not limited to coordinating and managing travel arrangements, submitting expense reports and providing assistance to visitors, faculty, staff, and students.
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Assists in preparing forms, presentation materials, reports, newsletters, manuals, correspondence and other materials by editing content and adding appropriate graphic and design elements as needed. Assists with scheduling meetings and/or appointments related to college events, accreditation, continuing education and workforce related activities.
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Incumbent works closely with the Sr. Coordinator of Administrative Services and assists with coordinating logistics for college events, faculty assemblies, academic kick off meeting, accreditation visits, faculty and staff recognition events, faculty searches, workshops, seminars, conferences, advisory board meetings, and other college sponsored events. Responsibilities may include assisting with registration management, catering coordination, preparation of event materials, event set-up and vendor communication.
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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.
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Works closely with the Sr. Coordinator of Administrative Services in maintaining administrative databases and tracking systems related to accreditation, college initiatives and or operational processes for the college. Assists in organizing materials and documentation for accreditation reviews and site visits. Assists with monitoring deadlines and follows up with departments to ensure timely submission of documentation and deliverables.
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Assists with onboarding logistics of new hires, including maintaining administrative records, assists with workspace and resource coordination, and facilitating administrative processes associated with onboarding and transitions.
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Maintains and coordinates the annual review, revision and distribution of the College Operations Manual and related administrative procedures. Works collaboratively with leadership and administrative staff to collect revisions, maintain version control, ensure information accuracy and distribute updated materials in accordance with university policies and operational requirements.
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Responsible for maintaining Public Health affiliation agreements and related documentation. Assists with tracking, renewals and recordkeeping. Assists the Director of Educational Programs and Workforce Development with the administration of continuing education programs and activities. Communicates with academic and administrative units regarding continuing education offerings; compiles and maintains a master listing of the college's continuing education programs. Assists with the preparation and submission of required reports to university offices and external accrediting or credentialing organizations.
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Serves as backup administrator for the wireless key LockNetics access system and assists with access management processes. May provide backup support for administrative personnel within the Dean's Office as needed.
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May assist with special projects, research data collection, reporting activities and operational initiatives as needed.
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Performs other related duties as assigned. The omission of specific duties does not preclude the supervisor from assigning duties that are logically related to the position.
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; OR six (6) years of office or related experience; OR an equivalent combination of relevant education and/or experience.
Desired Qualifications
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Proficiency in computer software (i.e., Microsoft Office).
Job Category
Advertised Salary
Work Schedule
Begin time: 8:30 AM
End time: 5:00 PM
Pre-Employment Requirements
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Expanded Background 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.
