Senior Coordinator 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.

Under minimal direction, provides advanced administrative support to the Associate Deans of Academic Affairs, Graduate Education and Research. Effectively handles complex situations and conflicts. Makes independent plans, organizes, and schedules work. Manages daily activities ensuring timely responses to requests and inquiries. Represents the college in a professional and articulate manner in interactions with FIU administrative leadership and external constituents. This role involves assisting with public health accreditation process. Demonstrates professionalism needed to handle sensitive and confidential matters Relieves Associate Deans of some administrative responsibilities.

• Manages and organizes meetings for internal and external stakeholders, coordinates multiple calendars on behalf of the Associate Deans. Evaluates appointment requests to maximize the Associate Deans time, schedules meetings with colleagues, Chairs, faculty and students and reserves conference rooms as needed.. Prepares and provides relevant documentation or background information for meetings. Conducts research and addresses inquiries as required. Attends meetings to take minutes as necessary. Exercises sound judgment in decision making, proactively anticipating, identifying and resolving internal and constituent issues.
• Acts as the primary liaison between the College and the Office of Financial Planning /Academic Affairs (OFP/AA), maintains administrative rights to Panther 180. Oversees and ensures the timely submission of faculty evaluations and assignments. Collaborates with Academic Affairs to keep the faculty database updated ensuring departmental compliance with evaluation submissions and the bargaining agreement. Manages the timely submission of textbook adoptions across the college.
• Works closely with department assistants for any inquiries or guidance they are in need of, pertaining to Panther 180. With Administrative rights to the system, will serve as the gate keeper for locking/unlocking the system for faculty Chairs and Directors to work on annual faculty evaluations. Prepares reports to update the Associate Dean of Academic Affairs of the status of the annual faculty assignments (AFA's), and faculty evaluations for the college. On behalf of the Associate Dean of Academic Affairs, follows up with Department Chairs/Directors to ensure all departments are complying with the submission of evaluations and the bargaining agreement.
• Manages the requests process for supplemental instructional hires throughout the year, including summer sessions. Prepares a comprehensive master matrix for courses taught, annual faculty assignments (AFA's), evaluations, and related data utilizing information from Analysis and Information Management and departmental inputs for the Associate Dean of Academic Affairs, Assists in tracking and analyzing annual faculty assignments, faculty evaluations, and student enrollment trends within courses to ensure compliance with state regulations and university requirements related to faculty assignments .
• Serves as the liaison for Student Perspective of Teaching Survey (SPOTS) between the college and the Analysis and Information Management department. Provides guidance and support to departments on utilizing the system effectively. Acts as the primary point of contact for the College on updates related to report generation and other SPOTS related inquiries.
• Provides senior administrative support to the College's Educational Curriculum Committee (EPC) and serves as the main point of contact for the Educational Curriculum Committee (EPC) and serves as the primary point of contact. Manages the meeting schedule, annually updates the committee members list, and records committee votes. Collaborates with academic departments to facilitate curriculum changes and improvements. Maintains the Dean's Office records of all submitted curriculum changes and takes minutes at EPC meetings.
• Assists the Associate Dean of Academic Affairs with accreditation oversight for public health programs, managing electronic databases essential to the process. Works with the Associate Dean to develop timelines, including key milestones and deadlines for the re-accreditation. Prepares periodic progress reports for the college leadership as needed. Organizes the logistics for the CEPH site visit, schedules meetings, and compiles documents for review by the accreditation members.
• Assists the Associate Dean of Academic Affairs by coordinating with the department Chairs/Directors and the Registrar's Office on catalog editing requests. Collects and reviews requests from academic units to ensure compliance with guidelines prior to submission to the Registrar's Office.
• Maintains a comprehensive database of contacts and agreements, including a current list of all agreements and handling the efficient processing of both new and renewals MOU's. Coordinates the signing process with the General Counsels Office, the Dean and relevant constituents to ensure adherence to the official signature policies.
• Acts as Travel Proxy to Associate Deans, the Director of Budget, the Research Administration and Communications team. Serve as P-card holder, initiating all necessary travel arrangements, purchases, and related expense reimbursements. Reconciles monthly expenses charged to university P-Card travel expenses and other approved purchases. Additionally, serves as proxy for time reporting and time approval on behalf of the Associate Dean of Academic Affairs.
• Serves as the primary point of contact for PhD Graduate Assistantship (GA) and Research Assistant Contracts. With minimal direction, manages all aspects of (GA) contracts, including updating template offer letters, creating an annual tracking system for contracts and tuition waiver allocations (credit hours), overseeing contract processing.
• Works closely with the departments and principal investigators (PI's) on requests to hire students as research graduate assistants for their projects. Acts as liaison between the Grant Administrator and the departments to confirm funding availability and determine whether tuition is covered by grants or if a tuition waiver is needed. Submits tuition waiver requests when grants do not cover student tuition. Upon request, submits superseding contracts for changes in RA funding through the contract module. Generates or cancels contracts as requested by departments.
• Prepares and maintains a schedule of upcoming due dates for college funded commitments to PhD Student Fellowship awards to ensure adequate funds are allocated for student support. Annually notifies the Associate Dean of Graduate Education of these commitments to ensure all students are accounted for before allocating state stipend funds for assistantships. In collaboration with the Graduate Program Directors and the Associate Dean of Graduate Education, maintains and annually updates a comprehensive list of all financial support PhD students receive, including self-supported funding.
• Works with the Associate Dean of Graduate Education and Graduate Program Directors to support timely graduation for PhD students by maintaining master tables that track student progress, annual evaluations and related milestones. Prepares updated spreadsheets biannually for each unit and distributes them to Graduate Programs Directors for departmental updates. Collects and consolidates the completed tables from all units for review by the Associate Dean of Graduate Education and Dean. Sends dissertation milestone form deadline reminders to students and collects all dissertations and required documents on behalf of the Associate Dean of Graduate Education for review. Serves as record keeper of D forms for the Dean's office.
• Provides essential support to the Associate Dean of Research while collaborating with other Deans, Chairs, Directors and departments. Facilitates communication strategies and supports strategic initiatives. Assists in organizing and executing college level events, including workshops, seminars and conferences. Works closely with the Associate Dean of Research, ORED and HR to ensure research related communications align with the university policies and initiatives. Prepares reports and presentations for the Associate Dean of Research and other stakeholders as needed

Bachelor's degree and three (3) years of office or related experience providing administrative support, or coordinating functions of an office or department.

Experience working in higher education.

Administrative

Begin time: 8:30 AM

End time: 5:00 PM

Required to spend 50% or more of time operating a computer

Expanded Background Check

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.