Coordinator Administrative Services – 532455

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.

Coordinates the day to day administrative and logistics operations of the Center for Internet Augmented Research & Assessment (CIARA) and serves as the HR contact for the Center. Oversees payroll activities, manages logistical aspects of projects, and maintains accurate records for auditing purposes. This position also handles administrative tasks such as composing correspondence, coordinating workshops and special events, and managing travel arrangements for staff and conference attendees. Assists in property inventory management, emergency operation procedures, and programmatic engagement activities.

• Provides administrative and programmatic support for the day-to-day operations of the Center.
• Assists the AVP, the Associate Director, and Assistant Director of the Center for Internet Augmented Research and Assessment (CIARA) in developing and coordinating administrative and operational functions related to the strategic planning and development of advanced research networking infrastructure for the AMPATH International Exchange Point and CIARA related services for the University, South Florida and the International communities.
• Oversees payroll activities for accuracy and completeness on a biweekly basis
• Works closely with the Division of Human Resources and the Division of  IT’s HR liaison in coordinating the establishment, reclassification, hiring, and termination of the Centers employees.
• Assists in the coordination of emergency operation procedures. Provides recommendations and advises on emergency preparedness needs for the department.
• Assists in the verification of Property Inventory Forms. Maintains departmental inventory records, coordinates the tagging of equipment, and periodic surplus of unnecessary equipment.
• Coordinates the recruitment process for vacant positions for the center, assists in the processing of necessary documentation, and scheduling of interviews
• Assists with the consolidation of university’s credit card charges for CIARA staff on a timely basis. Maintains accurate records of all charges for auditing purposes.
• Provides administrative support to projects at CIARA. Composes and/or prepares correspondence, memoranda, promotional materials, forms, newsletters, manuals, and reports.
• Assists in the preparation of travel arrangements and reimbursements for CIARA staff and conference attendees
• Plans, prioritizes, and schedules meetings and appointments for Directors and other management. Coordinates the logistics of workshops, and special events.
• Organizes and manages information on grant proposals, vendor contracts, customer agreements, equipment and property inventory, vendor personnel, purchasing, payroll, travel, etc.
• Assists with the preparation and processing of purchase orders and verifying deliveries and shipments.
• Assists the AVP and Directors in the processing of Memorandums of Understanding and other contract instruments related to the information technology programs within CIARA. Serves as a liaison and represents the unit in working directly with members of the Office of the General Counsel and the Division of Research.

Minimum Qualifications:  

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

Desired Qualifications:

• Experience using Microsoft Office Suite (e.g. Word, Excel, PowerPoint).
• Knowledge in bookkeeping.

Job Category:

• Administrative

Advertised Salary:

• $40,000 – $50,000

Work Schedule:

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

Pre-employment Requirements:

• Expanded Background Check

Other Information:

• May be required to travel to FIU Campuses.

 

For further information or to apply online visit our website at careers.fiu.edu and reference job opening ID # 532455

 

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