Sr. Coordinator Administrative Services – Job ID: 527081

Sr. Coordinator Administrative Services – Job ID: 527081

Florida International University is classified by Carnegie as a R1: Doctoral Universities - Highest Research Activity and recognized as a Carnegie engaged university. It is a public research university with colleges and schools that offers 196 bachelor’s, master’s and doctoral programs in fields such as engineering, computer science, international relations, architecture, law and medicine. As one of South Florida’s anchor institutions, FIU contributes almost $9 billion each year to the local economy. FIU is Worlds Ahead in finding solutions to the most challenging problems of our time. FIU emphasizes research as a major component of its mission. FIU has awarded more than 220,000 degrees and enrolls more than 54,000 students in two campuses and three centers including FIU Downtown on Brickell, FIU@I-75, and the Miami Beach Urban Studios. FIU’s Medina Aquarius Program houses the Aquarius Reef Base, a unique underwater research facility in the Florida Keys. FIU also supports artistic and cultural engagement through its three museums: Patricia & Phillip Frost Art Museum, the Wolfsonian-FIU, and the Jewish Museum of Florida-FIU. FIU is a member of Conference USA and more than 400 student-athletes participating in 18 sports. For more information about FIU, visit http://www.fiu.edu/.

Job Summary

Coordinates the day-to-day of administrative operations of the Office of the Senior Director of Finance and Administration of the FIU Center for Translational Science in Port St. Lucie, FL. Coordinates the daily activities of the Senior Director's office that includes planning and coordinating meetings, facilitating communication between the administrative office and internal and external stakeholders, and providing support for FIU research activities and projects.

Coordinates the day-to-day administrative operations of the Office of the Senior Director of Finance and Administration of the FIU Center for Translational Science in Port St. Lucie, FL. Oversees the front-desk operations of the office.  Coordinates incoming guests as they arrive for appointments, directing incoming/outgoing document flows.

Prepares Travel Authorizations (TA) for the Senior Director's office and related faculty entities. Including but not limited: to preparing travel authorizations, providing needed agendas, preparing related expense reports and filing/storing all post-travel documents.

Under the direction of the Senior Director of Finance and Administration, coordinates and distributes information within the University community and with matters of a confidential nature as may be needed.

Works closely with the Office of the Associate Vice President for Research's (AVP) to coordinate CTS events and other duties as assigned in support of CTS.

Works with the Senior Director, Faculty, other facility Administration and outside groups in planning and coordinating the logistics of research community events. This includes, but is not limited to preparing and distributing invitations, questionnaires, finding and reserving appropriate venues, contacting Facilities for tables, chairs, plants, etc., ordering catering, determining AV requirements, and attending events as needed to ascertain smooth flow of activities and troubleshoot as needed. Provides post-event analysis.

Maintains and orders office supplies for the Senior Director and associated parties.

Assists in the development of training/meeting materials.

Responsible for updating and distributing the facility employee telephone/contact information and other documents as required or requested.

Serves as the University's credit card user for departmental transactions. Adheres to University's rules and regulations.

Reviews and reconciles monthly all charges on departmentally assigned credit card; ensures regulations and policies are adhered to. Ensures the corresponding transactions are within budget, expense codes and accounting details are appropriate.

Manages and maintains the Senior Director's calendar according to set priorities and using discretion for time availability. Serves as backup in maintaining AVP's calendars as may be needed due to absences of other support personnel.

Handles outside inquiries and makes determinations regarding most effective and appropriate manner and ensure timely follow up.

Attends meetings as needed, takes notes, prepares related documentation, and follows up on action items.

Performs other related duties as required or directed. The omission of specific duties does not preclude the supervisor from assigning duties that are logically related to the position.

Minimum Qualifications

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

Advertised Salary

$50,000-$55,000

Work Schedule

Begin time: 8:30 AM

End time: 5:00 PM

Pre-Employment Requirements

Criminal Background Check

Fingerprinting Check

For further information or to apply, please visit careers.fiu.edu and reference Job Opening ID # 527081.

Florida Statute 1010.35 - Screening Foreign Researchers

Pursuant to Florida law, any citizen of a foreign county who is not a permanent resident of the U.S., or who is a citizen or permanent resident but is affiliated with or has had at least 1 year of employment or training in China, Russia, Iran, North Korea, Cuba, Venezuela, or Syria is subject to additional screening. Applicants meeting those criteria will be required to provide the following information in the application: every institution of higher education attended; all previous employment since the applicant’s 18th birthday; list of all published material, current and pending research funding from any source, including details about the research, your role, funding source, and amount; list and description of any non-university professional activities; any affiliation with an institution or program in a foreign country; a complete copy of your passport; the most recently submitted DS-160 (Online Nonimmigrant Visa Application).

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.