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.

Under administrative direction, is responsible for assisting in the coordination of Travel, Purchasing, University Commodity Card for Department and Staff, Telephones, FIU Foundation Payments, Tagging, and Surplus for ARC. Makes decisions using independent judgement, and originates new concepts or approaches, policies and procedures, and directs their implementation. Coordinates and manages special functions and activities. May supervise and evaluate, as needed, the work of others and is accountable for the Travel, Purchasing, FIU Foundation Payments, Tagging, and Surplus work of the unit.

• Oversees and facilitates assigned activities/tasks/assignments for the department, mainly Travel, Purchasing, University Commodity Card for Department and Staff, FIU Foundation Payments, Telephones, Tagging and Surplus.
• Manages assigned project-oriented Domestic and Foreign Travel, University Commodity Card for Staff and Purchasing activities including planning, initiation, coordination, receiving and delivery and/or reimbursements. Follows up with returns, replacements with suppliers for a prompt resolution.
• Develops interpersonal contacts that are varied and often at the higher level and tend to involve a broad range of problem-solving activities, both internally and external to FIU.
• Interprets, monitors, and analyzes information regarding policies and procedures. Ensures regulations and policies are adhered to.
• Assists and advises, as needed, the department head and staff members of budgetary and related problems. Assists with budget modification form creation for moving expenses between funding categories. Creates Journal Vouchers and assists with clearing budget exceptions for funding sources.
• Resolves problems that have significant impact on the overall goals of the department. Serves as a primary contact for invoice back-up information for Travel when invoicing a sponsor.
• Responsible for telephone usage, billing, distribution to new hires, and replacement telephones. Submits tickets as needed for telephone repair/replacement.
• Serves as liaison with Environmental, Health, & Safety (EH&S) for tagging hazardous chemicals. Assist with Property Control to tag equipment over $5,000 and Attractive Property.
• Coordinates incoming guests/visitors as they arrive for appointments, directing incoming/outgoing document flows.
• Assists with the reconciliation of FIU Procurement Card transactions for ARC card holders.
• Processes Foundation transactions such as FIU vendors invoices (Panorama, Chartwells, etc.), business development meals, travel, employee reimbursements and scholarships.
• Responsible for Services Agreements reviews via FIU's Total Contract Manager and Un-encumbered payment requests.
• Responsible for maintaining and ordering sufficient and economical office and other supplies for the department.
• Prepares presentation materials editing content and adding appropriate graphic design elements.
• Composes and/or prepares correspondence, memoranda, forms, templates, instructions, manuals, and reports using appropriate word processing and spreadsheet tools.
• Plans and arranges special events and related activities. Works closely with the Associate Director of Administrative Services and/or Staff to coordinate events and other duties as assigned in support of the department. Processes payments to event suppliers.
• Performs statistical calculations on data for reports or PI requests. These include travel and purchasing estimates to provide funding status and availability.
• Coordinates, organizes, and maintains confidential files.
• Responsible for office onboarding tasks for new hires, such as new office phone assignment, office supplies, ordering/distributing business cards and department shirts.
• Serves as the University's credit card user for departmental transactions. Adheres to University's Credit card policies and procedures.

Bachelor's degree and two (2) years of office or related experience providing administrative support, or coordinating functions of an office or department.

Proficient in Microsoft Office Suite (Ex. Word, Excel and Outlook).

Administrative

$40,000 - $44,000

Begin time: 8:30 AM
End time: 5:00 PM

Expanded Background Check

• Ability to travel locally
• May be required to travel to FIU Campuses.

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.