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

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 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.
  

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

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

Administrative

$44,057 - $50,000

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

Expanded Background Check

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.