Senior 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.

Provides support in the day to day administrative and operations of the office of the Assistant Vice President of Business Services. Coordinates the daily operations of the building. Assists the Director with vending machine reports and vending location inspections. Maintains records and serves as the secondary HR contact for the department. Coordinates events, or conferences by arranging for facilities and caterer, issuing information or invitations, coordinating speakers, and controlling event budget. Processes and manages department travel.

• Provides administrative support to unit management by coordinating the administration of programs and projects.
• Prioritizes work, resolves routine conflicts and issues, and prepares and implements administrative guidelines and procedures for unit.
• Assists the Assistant VP of Business Services in the daily programs and office operations. Coordinates and plans in other auxiliary areas. Assists with creating presentations for the department.
• Provides routine and non-routine information and explanations to customers of Business Services.
• Assists in special projects relating to Business Services operations pertaining to opening of new business, research projects, constructions, etc.
• Supervises assigned receptionist support staff (Student Assistants).
• Recommends changes and enhancements to policy to operational procedures based on observations of practices in the office
• Schedules appointments, arranges and coordinates design and logistics for events and meetings.
• Receives payments and assists in the processing.
• Arranges complex and detailed travel plans and itineraries, compiles documents for travel-related meetings, prepares and reviews forms and specialized reports.
• Performs professional work that requires knowledge of general administrative/office management & helps in the preparation of the office budget.
• Performs professional work that requires knowledge of HR principles and practices. Coordinates the POI process for Vendors. Manages the timecard approval process for the Office of Business Services.
• Arranges programs, events, or conferences by arranging for facilities and caterer, issuing information or invitations, coordinating speakers, and controlling event budget.
• Manages supervisor's calendar and independently schedules appointments. Resolves varied problems under minimal supervision and within established policies and procedures.
• Serves as the University's credit user for departmental transactions. Assures compliance and adherence to University's credit card policies and procedures.
• Works with Director to produce Vending Machine Malfunction Resolution Reports and to do walk-throughs of Vending locations to spot problems and re-ordering.
• Assist the Director with Month End Closings and with Vehicle Services Month End Billing.
• Works closely with Facilities to initiation and follow up on open work-orders for all locations.
• Performs essential duties in any emergencies such as hurricanes, storms, and/or any other university emergency closing. The employee is expected to be available to report to work as needed during university emergency closing with appropriate notification of a department administrator.

Administrative

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.

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.