Coordinator Administrative Services

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.

Provides administrative, operational, and event management support for the Office of the Dean, overseeing planning and execution of high-profile events while ensuring compliance with university policies and professional standards. Serves as a central point of contact for the Dean's Suite, supporting executive leadership, faculty, alumni, and donors through reception management, purchasing, travel and expense processing, donor database coordination, and day to day office operations.

• Responsible for all planning and preparation of any event hosted or led by the Office of the Dean to include but not limited to all logistical preparation and reservations, ordering food, setting up venue, ensuring all proper invitations and notifications are sent, working with other internal departments collaboratively as needed, and reconciling all documentation and budgetary information pre and post event.
• Maintains the overall function of the reception area of the Office of the Dean. Greets visitors, screens incoming telephone calls and directs them to the appropriate person. Provides customer service to students, employers and faculty by responding to all inquiries. Assists in the day-to- day office operations and activities in the office
• Primary point of contact for college reservations using Event Management System (EMS) for internal requests and external stakeholders.
• Provides support to offices located within Dean's Suite to include Executive Assistant to the Dean and Director of Development.
• Manages internal and external correspondence and documents, including receiving and distribution of departmental mail.
• Serves as the point of contact for ordering, receiving, and maintaining commodity items/supplies and ensures departmental purchases for the Dean's Office.
• Provides administrative and logistical support for programs and events for Office of the Dean, alumni and donors. Coordinates reservations, catering orders, audiovisual requests, transportation, and accommodations as directed.
• Handles event registration, tracks RSVPs, and maintains guest lists while assisting attendees with questions or requests. Helps collect attendee feedback and assists with post-event reports to support future planning.
• Ensures all events follow university policies, safety guidelines, and professional standards always. Coordinates administrative functions for donor and alumni events, including assistance with materials and logistical coordination, reserving spaces inside and outside FIU.
• May handle donated funds in the form of checks, stocks, and other negotiable securities. Responsible for ensuring policies and procedures associated with processing of Deposit Transmittal and Foundation invoices. Handles sensitive and/or confidential information. Works with Advancement, Raisers Edge, to gather and retrieve information regarding donor constituents. Maintains, inputs activity, and updates database records on a regular and timely basis.
• Processes and manages Travel Authorizations and Expense Reports for Office of Assistant Dean for Administration, Director of Development, and Marketing. Serves as the University's credit card user for departmental transactions. Adheres to University's credit card policies and procedures. Manages all purchasing operations of supplies and equipment for the unit. Processes requisitions, purchase orders, TCM, and vendor setup transactions. Provides support to Faculty administrative team; assists as backup for Travel/Reimbursement processing as needed.

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.

Administrative

Begin time: 9:00 AM

End time: 5:30 PM

Expanded Background Check

Ability to work during peak times (e.g. Summer)

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.

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 ocr@fiu.edu.

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 accommodations@fiu.edu. 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.