Office Coordinator - 533912

Florida International University is classified by Carnegie as a R1: Doctoral Universities - Highest Research Activityand 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 USAand more than 400 student-athletes participating in 18 sports. For more information about FIU, visit http://www.fiu.edu/.

Office Coordinator – 533912

Job Summary:

Provides a variety of administrative, operational and/or clerical support services for the Division of Human

Resources. Provides logistics support for events, workshops, and meetings, as needed. Assists with scheduling and coordinating internal meetings, conferences, and other special events for the units. Approves purchases and processes invoice payments.

• Assists in the day-to-day activities of the administrative office within the Division of Human Resources (HR). Answers, screens, and routes incoming telephone calls accordingly. Provides information and guidance to callers and guests as appropriate. Assists in responding to issues and inquiries for the office. Provides clerical support in mailings, copies, and other documents for distribution. Monitors and routes electronic mail accounts to appropriate recipients. Uses judgment and initiative in monitoring electronic mail, disseminating information, and responding to inquiries. Assists in expediting workflow and information. Manages the coordination of facility work orders and associated projects.
• Maintains the calendar(s) of HR administration using discretion for time available. Acts as liaison with other departments in setting up meetings and other activities. Serves as the backup to the Executive Assistant for the Sr. Vice President. Provides logistics support for sponsored events, workshops, and meetings, as needed. Assists with scheduling and coordinating internal meetings, conferences, and special events for the unit. Organizes, prepares and distributes meeting agendas, presentations, and documentation.
• Facilitates project activities, information retrieval and data collection. Assists in the preparation of reports, compilation of agendas, and maintenance of files.
• Onboards new employees in the division including providing door and alarm access and ordering name tags, business cards, and other supplies.
• Coordinates travel and processes expenses. Prepares expense and travel reimbursements for the office and its programs. Coordinates payments to outside vendors for goods and services through purchase orders, unencumbered payments, or the procurement card. Follows up to ensure timely processing. Serves as Expense Manager and approves departmental purchases. Assists with budget development and management including submitting additional budget requests and budget transfers. Bills departments for employment ads placed.
• Prepares and uploads procurement contracts into the contract module. Posts contract solicitations on the external platform to get multiple quotes from vendors as required.
• Serves as a University card user for departmental transactions. Adheres to University credit card policies and procedures. Collects cash and checks during events.
  
  

Minimum Qualifications:

High school diploma or GED and six (6) years of office or related experience providing administrative support; OR an equivalent combination of relevant education and/or experience.

Salary: $44,000 - $49,000

Work Schedule:

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

Working conditions:

• Operating University Vehicles (all types)
• Required to spend 50% or more of time operating a computer

Pre-Employment Requirements:

• Driver's License Check
• Expanded Background Check

Veterans Preference:

Since 1945, the Florida Legislature has made a provision to give preference in the hiring process to United States war veterans in recognition of their military, naval, or air service who meet specific conditions. The conditions are as follows:

• Veterans with a VA service-connected disability
• Spouses of veterans with permanent and total service-connected disability
• Honorably discharged veterans with wartime service.
• Unmarried widow or widower of a veteran who died as a result of a service-connected disability
• A veteran who has served in a qualifying campaign or expedition for which a campaign badge has been authorized, to include the Global War on Terrorism Expeditionary Medal.

Florida International University honors this policy and will comply with Veterans' Preference guidelines when filling staff positions. Any applicant claiming Veterans' Preference will be required to attach a DD214 with each application submitted for verification.

If there are any questions concerning Veterans' Preference, please contact Talent Acquisition & Management by calling 305-348-2500.
For additional information on Veterans' Preference, visit http://www.floridavets.org/.

For further information or to apply, please visit careers.fiu.edu and reference Job Opening ID # 533912

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.