Coordinator Administrative Services
Florida International University
Miami, FL
Full-time
Administration / Clerical
Posted on April 16, 2024
About FIU
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.
Job Summary
Coordinates the day to day operations of STEM Institute Serves as liaison between the STEM transformation Institute and external academic units as well as Human Resources to coordinate hiring/contracts of undergraduate students, federal work study hires, graduate students, Learning Assistants, postdoctoral researchers, staff and faculty, as needed. Assists in the preparation of grant proposals, Manages daily accounting and reporting activities.
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
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
How To Apply
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.
How To Apply
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.
Disclosures
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.
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.
Job Summary
Coordinates the day to day operations of STEM Institute Serves as liaison between the STEM transformation Institute and external academic units as well as Human Resources to coordinate hiring/contracts of undergraduate students, federal work study hires, graduate students, Learning Assistants, postdoctoral researchers, staff and faculty, as needed. Assists in the preparation of grant proposals, Manages daily accounting and reporting activities.
- Provides overall administrative support to the STEM Transformation Institute and its members. Monitors financial and purchasing activities of the Institute, including credit card reconciliations and procurements.
- Serves as liaison between the STEM transformation Institute and external academic units as well as Human Resources to coordinate hiring/contracts of undergraduate students, federal work study hires, graduate students, Learning Assistants, postdoctoral researchers, staff and faculty, as needed.
- Assists in grant administration, including providing grant reports as requested, preparing memoranda for PIs in response to requests from within the university and various funding agencies, facilitating budget transfers, preparing Institute faculty grant allocations, and liaising with relevant research and administrative units within the University.
- Maintains and monitors financial and budgetary records for all the STEM Transformation Institute accounts. Updates and makes recommendations on budget status as well as generate statistical projections. Monitors expenditures within budget limitations and categories of the school.
- Manages daily accounting and reporting activities, assists with developing and implementing accounting procedures to improve compliance with institutional and Federal/State regulations. Establishes; interprets; and analyzes complex accounting functions. Provides information on University policies and procedures. Routes inquiries made to the Director to the appropriate areas within the University.
- Screens all incoming phone calls and emails for the Institute and provides information on behalf of the Institute. Addresses important matters to his/her immediate attention and responds directly to routine items and forwards them to appropriate person.
- Manages the preparation of materials for memorandum, reports, correspondence and documents.
- Assists with scheduling of institute conference room and classrooms as well as other non-academic spaces on MMC campus for events, workshops and seminar sessions.
- Monitors and assists with classroom scheduling and enrollments for courses facilitated by the STEM Transformation Institute.
- Makes travel arrangements for STEM Institute faculty, students, seminar speakers and job candidates. Prepares TARs and reimbursement vouchers.
- Manages the STEM institute listserv and online accounts, providing keycard access to rooms, providing parking access to visitors, and related tasks as needed
- Handles cash/gift card transactions on a daily basis.
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 in higher education.
- Knowledge of Peoplesoft.
- Experience in reconciling expenses.
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
How To Apply
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.
How To Apply
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.
Disclosures
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.
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