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.

Coordinates key University Graduate School (UGS) Fellowship, UGS Events and Professional Development functions. Organizes logistics and planning of all UGS events. Assists with the day-to-day fiscal, administrative, and business operations.

• Coordinates various University Graduate School (UGS) Fellowships student selection activities and records, such as creating checklists, assembling application and selection committee packets, creating relevant spreadsheets, organizing and monitoring fellows, classes, grades and other relevant records. Organizes and maintains confidential files related to student fellowship recipients. Prepares UGS Fellowship presentation materials for use by others, including performing basic statistical calculations on data for reports and presentations.
• Serves as backup in processing GA contracts for all UGS fellows and works with Associate Director to provide relevant data for health insurance plan enrollment. Supports communication with other university departments to ensure timely cancelation of existing GA contracts before Fellowship contracts can take effect.
• Assists with the Professional Development Program by organizing logistics, including room reservations, distributing evaluations, and sending RSVP lists.
• Assists in the coordination and planning of all UGS events, including workshops, information sessions, receptions, graduate student orientation, and special projects. Creates marketing materials such as brochures, flyers, announcements, etc. Assists in the promotion of events to graduate students and FIU community. Updates social media channels and UGS website as needed. Prepares event manuals and checklists for all UGS events. Develops interpersonal contacts with key university vendors. Oversees implementation of UGS Concessions fund.
• Oversees UGS Publication Fund and UGS On-Campus Housing Scholarship, including processes related to selection, eligibility, and communication of awards. With guidance from Associate Director, maintains detailed budget records for these two programs.
• Serves as the University's credit card user for departmental transactions. Adheres to University's rules and regulations. Reconciles monthly statement, creates requisitions, tracks progress of purchase orders. Serves as liaison with vendors, assists with business transactions within the University (Purchasing, Controllers, Travel, and Accounts Payable) for UGS staff. Oversees all office supply purchase processes.
• Prepares travel arrangements and reimbursements for UGS personnel and team members. Maintains accurate records of travel authorizations, reimbursements and cash advances.

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: 8:30 AM

End time: 5:00 PM

Expanded 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.

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.