Senior 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 the operational, administrative, and academic functions of University Graduate School. Serves as the primary contact for graduate, prospective students, faculty. Knowledge of institutional and departmental policies and procedures.

• Provides customer service to current students, faculty and staff via telephone, e-mail, and in person. Answers inquiries and resolve them in a timely and effective manner. Handles complex graduate student issues and communications for Graduate Assistant (GA) assistantship matters and resolutions.
• Serves as backup in processing of contracts for all graduate assistants (RA/TA/GA) university-wide and facilitates health insurance plans for graduate assistants and UGS fellows. Runs audits to ensure enrollment compliance for RA/TA/GA. Communicates with department regarding out of compliance matters and resolution.
• Recommends, develops, and implements departmental operating procedures.
• Serves as backup in processing TARs and reimbursements for the department.
• Manages processing activities within the University Graduate School. Manages electronic workflows and processes for dissertation and thesis milestones forms. Manages the department's email and fax queues; routes items to the appropriate staff or other university offices for timely response.
• Coordinates the review and processing of dissertation/thesis milestone forms, change of graduate degree, assistantship contracts, fellowships letters, Graduate Faculty applications and letters, Academic Misconduct documents
• Interprets and provides information to students regarding graduate policies and procedures, graduate assistantships and fellowships. Maintains in depth and up-to-date knowledge of all university graduate policies and procedures.
• Advises students concerning the filing of dissertation/thesis milestone and change of graduate degree forms. Reviews forms and supporting documentation for accuracy. Ensures that all research related documents meet compliance requirements and serves as the liaison with the Office of Research Integrity for the review of IACUC, ICB and IRB protocol approvals.
• Provide front-desk training to support staff and student assistants in the operational procedures.
• Manages day-to-day administrative and logistical support of the office, such as UGS email overview, Salesforce/CRM entries. Supports front desk coverage when needed.
• Assists Associate Director with Person of Interest submission to HR for non-FIU committee members. Monitors POI submissions and deactivations for POIs who no longer require access.
• Serves as back-up in preparing petitions for the Associate Dean.
• Assists Associate Director to compile graduation list for doctoral candidates and thesis-bound master's students.
• Assists Associate Director with commencement preparation. Assists in the doctoral robing room for commencement ceremonies.
• Receives and organizes documents for GPD orientation bonuses and assists in distributing decision letters.
• Leads dissertation/thesis milestone workshops for doctoral students and master's thesis-bound students
• Participates in the interviews for all administrative/staff candidates and provides recommendations to the Hiring Manager.
• Coordinates, organizes, and maintains confidential files for all graduate student records and Graduate Faculty files.

Bachelor's degree and three (3) years of office or related experience providing administrative support, or coordinating functions of an office or department; OR seven (7) 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

Criminal Background Check

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.