Coordinator Administrative Services

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 and carries out administrative functions and moderately complex duties under the direct direction of the School Director to support the School of Journalism & Media's operations. Responsible for the management of the school schedule of classes and class management. Makes decisions using independent judgement, originates new concepts or approaches, and oversees their implementation. Interprets policies and procedures and makes recommendations. Organizes special functions and activities.

• Provides key administrative support to the School Director and the School of Journalism & Media. Creates and implements office policies and procedures to improve school mission goals. Responds to routine inquiries, escalates matters to the School Director when needed, and ensures follow up on any outstanding issues.
• Serves as school scheduler under the direction of the School Director. Provides the class schedule in collaboration with the Office of Class Management, submits the class schedule (i.e. maintains class caps, submits class edits/deletions, and changes to class rosters). Oversees course schedule and ensures update of school calendars and classrooms. Submits appropriate adjunct contracts, eRACs, etc.as part of the schedule.
• Initiates school paperwork to CARTA HR for temp J&M hires (i.e. adjuncts, graduate assistantships, temporary student/non-student, etc.). Under the direction of the School Director submits faculty credentialing. May communicate with faculty/adjuncts to obtain any documents. Serves as the point person for all new J&M employees.
• Communicates with faculty members regarding designated teaching schedules and any changes. Manages student class registration permission numbers.
• Interprets, monitors, and analyzes information regarding policies and procedures. Advises the School Director and makes recommendations as necessary.
• Collaborates with CARTA finance team to manage transactions, resolve departmental financial matters, and ensure contracts are within budget allocation.  Assists and advises the School Director of budgetary and related problems, as needed.
• Oversees and manages purchases, including those made with the procurement card and assists faculty with purchasing. Oversees and manages travel authorizations and expense reports for the School of Journalism & Media. Maintains travel budget spreadsheet. Ensures compliance with University guidelines and policies.
• Serves as a University card user for departmental transactions. Adheres to University credit card policies and procedures. Maintains proper accountability for department ProCard and prepares receipts for reconciliation.
• Uses independent judgment to resolve problems that have significant impact on the overall goals of the school, notifying the School Director of any issues that require immediate attention.
• Plans, prioritizes, and schedules meetings and events for the School of Journalism & Media. Ensures all events follow event protocols as established by the University and College. Serves as facilities lead, enters work orders, and other request on behalf of the school. Coordinates room set up and AV assistance.
• Runs reports, analyzes data, and performs basic statistical calculations for reports and presentations.
• Coordinates, organizes, and maintains confidential files in support of the coordination of personnel transactions.
• Manages and executes special projects for accreditation, and other departmental needs including: performs research, gathers and compiles data for preparation of various reports, documents, and charts and graphs as needed.
• Participates in the interviews for all administrative/staff candidates and provides recommendations to the Hiring Manager.

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

Administrative

$40,000 - $45,000

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

Required to spend 50% or more of time operating a computer

Expanded Background Check

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.

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.