Office Coordinator - College of Engineering

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.

Under minimal supervision, and under the supervision of the Dean's Office, the position is responsible for providing high-level administrative support to the Director of the Innovative Bridge Technologies- Accelerated Bridge Construction/ University Transportation Center (IBT-ABC/UTC). Manages the Director's administrative day-to-day operations.

• Manages the phone, voice mail system, and the daily inquiries and follows up to answer questions and resolve issues, relays messages to intended parties as appropriate.
• Manages and supports the Center Director's calendar, ensuring that updates are made accordingly and daily appointments are actively and currently prepared for.
• Supports the Center's day-to-day administrative operations, led by the Director. Under the direction Center Director and with minimal supervision, implements responsibility for the smooth and efficient operations of the office.
• Communicates with faculty, staff, donors, VIPs, and other individuals to answer questions, disseminate or explain information, and address complaints as they relate to the IBT-ABC/UTC, escalating to those required. Uses initiatives and judgment to address and determine items requiring leadership intervention and/or address matters requiring immediate attention.
• Organizes work and prioritizes activities and deliverables based on deadlines and impact. Exercises considerable discretion and independent judgment to interpret policy and procedures and to answer complex questions.
• Manages and coordinates visitor logistics, including domestic and international travel arrangements, prepares the necessary travel and expense arrangements, and reports.
• Serves as lead purchaser for the IBT-ABC/UTC center as it relates to office supplies related to the office and lab supplies. Maintains accurate inventory of all items existing and purchased, and ensures and maintains yearly supply budget for the office.
• Submits and processes TCMs, TEGs, TARs and expense reports for the Center Director and Center employees, including graduate students.
• Submit and processes contracts for vendors, subcontracts and amendments to vendor contracts.
• Regularly drive between the Engineering Center (EC) and Modesto A. Maidique Campus (MMC) to support center needs, including running errands, assisting with visitors, and coordinating candidate visits.
• Serves as the University's credit card user for departmental transactions. Adheres to the University's credit card policies and procedures. Maintains a record of requisitions and credit card transactions in the format established by the Budget Manager. Provides details on transactions as needed for account reconciliation, budgeting, and reporting purposes.

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.

Staff

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

Expanded Background Check

• Ability to work flexible hours as needed.
• Ability to travel locally

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.

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.

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/.

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 State University System of Florida member, Equal Opportunity, Equal Access, and Affirmative Action Employer for individuals with disabilities and veterans. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, national origin, disability, or protected veteran status. For inquiries regarding nondiscrimination, contact FIU's Office of Civil Rights Compliance and Accessibility at 305.348.2785 or email ocrca@fiu.edu.