Administrative Specialist - College Arts Sciences & Education

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.

Provides administrative support in the management of the operations of the Institute of Environment Director Program & Inst Operation and the Environmental Finance and Risk Management (EFRM) program. Assists in coordinating the the daily activities including responding to requests and inquires. Makes independent decision regarding plans, organizes and schedule work.

• Works closely with the Program Director in executing special projects, outreach events, and other activities including logistics as assigned by supervisor. Arranges the scheduling of meeting rooms, coordinates equipment and other orders food as needed.
• Coordinates Travel arrangements including submitting Travel authorization and Expense reports for reimbursement. Ensures policy and procedures are being followed
• Assists with preparation of meeting and or event materials, including PowerPoint presentation and flyers.
• Gathers and maintains data on EFRM activities as they relate to research, outreach and education, and assists with development of reports.
• Initiates and processes smart bills, corrects any budget errors caused by smart billing by journal transfer submission.
• Coordinates and schedules meetings, prepares correspondence, and memorandum on behalf of the Program Director. Manages internal and external correspondence and documents. Serves as the first point of contact for visitors. Provides information to visitors, students, staff, and faculty.
• Serves as the University's credit card user to purchase materials and supplies as needed, ensures policy are being followed. Assists in Institute Credit card reconciliation.
• Creates unencumbered forms for payments for honorariums for outside Institute related visitors.
• Trains and aid Institute's student employees on their assignments
• Recommends, interprets, and analyzes information regarding policies and procedures.

High school diploma or GED and six (6) years of office or related experience coordinating functions of an office or department.

Administrative

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

Expanded Background Check

• Ability to work flexible hours as needed.
• Ability to Travel to FIU Locations and/or FIU Campuses.

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 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.