Office Coordinator - 534418

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 withcolleges 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, theWolfsonian-FIU, and theJewish Museum of Florida-FIU. FIU is a member ofConference USAand more than 400 student-athletes participating in 18 sports. For more information about FIU, visithttp://www.fiu.edu/.

Office Coordinator – 534418

Job Summary:

Provides support for the day-to-day office operations of the Housing Office. Facilitates a variety of tasks pertaining to the daily operations of the Department, including, but not limited to, overall office management, enforcing related policies, coordinating travel, student and parent communication, and coordinating purchase orders and requests. Maintains meticulous record-keeping to ensure seamless office functionality and manages ongoing department projects.

• Provides administrative assistance to the Senior Director of Housing and Residential Experience and Associate Director of Housing. Maintains the Senior Director and Associate Director of Housing's calendars. Schedules meetings, appointments, and compiles necessary information for such meetings. Prepares, distributes, and files correspondence, memoranda, staff manuals, and other related documents for the Senior Director and Associate Director.
• Provides direct support to the Senior Director and Associate Director for the office operation in managing the day-to-day office operations for this unit. Responding to visitors, students, and vendors by screening, answering, and routing calls to the appropriate person/department. Ensures that office voice mail and office mail are properly processed.
• Provides support to Housing Operations, including assisting with room assignments, delivering exceptional customer service, and assisting with call campaigns, as needed.
• Performs various administrative tasks, including maintaining the Housing Office calendar and vacation schedules. Oversees the organization and upkeep of administrative records and coordinates reservations for housing vans and golf carts. Assist with scheduling department meetings.
• Prepares and processes travel and reimbursement requests to ensure compliance with departmental and university policies.
• Assists in the coordination of the department's function and events. Keeps orderly record of all purchase orders processed and coordinates all purchasing needed for the Housing Office. Makes purchases for the department using the University P- card and P-card reconciliations. Serves as the University's credit card user for departmental transactions. Adheres to University's compliance trainings, rules and regulations.
• Responsible for department-wide communication efforts. Assisting in the management of department projects and initiatives.
• Serves as a liaison, resolving issues between the Housing Office, University departments, housing residents, parents, and prospective residents.
• Manages the inventory of housing printed materials, official records, business forms, and other related departmental documents. Monitors and replenishes office supplies and forms as needed, coordinating purchases through the Housing Finance Team. Assists Senior Director, Associate Director, and Finance Team with vendor outreach for special projects.
• Acts as the payroll timekeeper and serves as a proxy for the Senior Director.

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.

Desired Qualifications:

• Bachelor's degree.
• A minimum of two years of experience in an office environment or a related field, offering administrative support or coordinating the functions of an office or department.

Salary: $40,000 - $45,000

Working Conditions:

Operating University Vehicles (all types)

Work Schedule:

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

Pre-Employment Requirements:

• Driver's License Check
• Fingerprinting Check
• Expanded Background Check

Other Information:

• Ability to work flexible hours as needed.
• May be required to be On-Call as needed by the University.

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 # 534418

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.