Office Coordinator

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.

Provides a variety of administrative, operational and/or clerical support services for the Division of Human

Resources. Provides logistics support for events, workshops, and meetings, as needed. Assists with scheduling and coordinating internal meetings, conferences, and other special events for the units. Approves purchases and processes invoice payments.

• Assists in the day-to-day activities of the administrative office within the Division of Human Resources (HR). Answers, screens, and routes incoming telephone calls accordingly. Provides information and guidance to callers and guests as appropriate. Assists in responding to issues and inquiries for the office. Provides clerical support in mailings, copies, and other documents for distribution. Monitors and routes electronic mail accounts to appropriate recipients. Uses judgment and initiative in monitoring electronic mail, disseminating information, and responding to inquiries. Assists in expediting workflow and information. Manages the coordination of facility work orders and associated projects.
• Maintains the calendar(s) of HR administration using discretion for time available. Acts as liaison with other departments in setting up meetings and other activities. Serves as the backup to the Executive Assistant for the Sr. Vice President. Provides logistics support for sponsored events, workshops, and meetings, as needed. Assists with scheduling and coordinating internal meetings, conferences, and special events for the unit. Organizes, prepares and distributes meeting agendas, presentations, and documentation.
• Facilitates project activities, information retrieval and data collection. Assists in the preparation of reports, compilation of agendas, and maintenance of files.
• Onboards new employees in the division including providing door and alarm access and ordering name tags, business cards, and other supplies.
• Coordinates travel and processes expenses. Prepares expense and travel reimbursements for the office and its programs. Coordinates payments to outside vendors for goods and services through purchase orders, unencumbered payments, or the procurement card. Follows up to ensure timely processing. Serves as Expense Manager and approves departmental purchases. Assists with budget development and management including submitting additional budget requests and budget transfers. Bills departments for employment ads placed.
• Prepares and uploads procurement contracts into the contract module. Posts contract solicitations on the external platform to get multiple quotes from vendors as required.
• Serves as a University card user for departmental transactions. Adheres to University credit card policies and procedures. Collects cash and checks during events.

Staff

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.

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.

Since 1945, the Florida Legislature has made a provision to give preference in the hiring process to United States war veterans in recognition of their military, naval, or air service who meet specific conditions. The conditions are as follows:

• Veterans with a VA service-connected disability
• Spouses of veterans with permanent and total service-connected disability
• Honorably discharged veterans with wartime service.
• Unmarried widow or widower of a veteran who died as a result of a service-connected disability
• A veteran who has served in a qualifying campaign or expedition for which a campaign badge has been authorized, to include the Global War on Terrorism Expeditionary Medal.

Florida International University honors this policy and will comply with Veterans' Preference guidelines when filling staff positions. Any applicant claiming Veterans' Preference will be required to attach a DD214 with each application submitted for verification.

If there are any questions concerning Veterans' Preference, please contact Talent Acquisition & Management by calling 305-348-2500.
For additional information on Veterans' Preference, visit http://www.floridavets.org/.

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.