Coordinator of Administrative Services

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 administrative functions of FIU's Population Health Initiative )PHI) and its related programs. Works in collaboration with the PHI senior leadership and administrative staff to provide high-level support to those individuals. Ensures management and scheduling of corresponding activities resulting in operational and service excellence.

• Serves as the University's credit card user for departmental transactions. Adheres to University's credit card policies and procedures.
• Coordinates travel arrangements including: Airline, hotel and car rental reservations. Prepares TAR and travel reimbursement form for the department.
• Coordinates the ordering and maintenance of equipment and supplies for the department and orders equipment as needed.
• Processes invoices, requisitions and ID Transfers for the Division of Research.
• Responsible for calendar management of the PHI senior leadership team, using discretion for time and availability. Schedules activities that the department is hosting and ensures effective scheduling for activities that require their presence.
• Coordinates and arranges appointments and accommodations for meetings and conferences, in addition to small events, administrators, deans, and/or the President and/or Provost or external visitors.
• Arranges reservations and necessary equipment for meetings, conferences, and events. Prepares and distributes meeting and calendar invitations, notifications and updates, and related briefing materials.
• Contributes to progress reports, presentations and data visualizations that can be shared with faculty, students, stakeholders and funding bodies.
• Anticipates and prepares a wide variety of materials needed for meetings, appointments, calls, conferences, etc., including research, agendas, and presentations.
• Assists with the dissemination of information and arranges meetings/workshops with FIU faculty across colleges as well as other institutions. Assists in the development of grant writing materials

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

• Experience with coordination of population/public health programs is preferred.
• Project management skills is preferred

Administrative

Begin time: 8:30 AM

End time: 5:00 PM

Criminal Background Check

• Ability to work flexible hours as needed.
• Travel to FIU Campus

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.

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.