Coordinator Administrative Services

Florida International University is a Top 50, preeminent public research university with 55,000 students from all 50 states and more than 140 countries, as well as an alumni network of more than 340,000. Located in the global city of Miami, the university offers more than 200 degree programs at the undergraduate, graduate and professional levels, including medicine and law. FIU faculty are leaders in their fields and include National Academy members, Fulbright Scholars and MacArthur Genius Fellows. A Carnegie R1 institution, FIU drives impactful research in environmental resilience, health and technology and innovation. Home to the Wall of Wind and Institute of Environment, FIU stands at the forefront of discovery and innovation. With a focus on student success, economic mobility and community engagement, FIU is redefining what it means to be a public research university.

Under the supervision of the Department Chair, the Coordinator of Administrative Services manages the operational, academic, and administrative functions of the Art + Art History (A+AH) Department. This position serves as the primary liaison for the department, overseeing the academic scheduling process, including enrollment analysis, roster management, and coordination with the Office of Class Management. The Coordinator manages departmental human resources, facilitating the hiring and credentialing of
adjuncts, graduate assistants, and temporary staff, while overseeing payroll and time-entry approval. Additionally, the incumbent coordinates graduate studio allocations and critique schedules, manages departmental travel and procurement, and assists the Chair with strategic reporting and policy implementation to support departmental goals

• Provides key operational support to the Department Chair and the Art + Art History (A+AH) department as well as manages the overall office operations. In collaboration with the department chair, creates and implements A+AH policies and procedures to improve A+AH goals, analyzes department staffing needs and develops appropriate action plans. Initiates and creates manuals to support department objectives and goals. Serves as the Art + Art History liaison.
• Analyzes data to identify low enrollment, enrollment projections, and enrollment history prior to scheduling classes. Collaborates with the Office of Class Management to schedule classes, maintains class caps and class schedules, submits class additions, and deletions or changes to class rosters. Strategizes and conducts schedule audits.
• Responsible for the graduate studio contracts and studio allocations, coordinating Master of Fine Arts (MFA), Master of Arts in Teaching (MAT), and Master of Science in Art Education (MS) critiques and individual MFA committee meetings. Develops resources for students.
• Provides leadership and oversight in the coordination and execution of department operations. Prepares presentations in support of the department, including creating reports to present at monthly departmental meetings. Plans, prioritizes, and schedules meetings and appointments for the Department Chair. Initiates and coordinates faculty annual evaluations.
• Initiates and processes all A+AH hires (i.e. adjuncts, graduate assistantships, temporary student/non-student). This includes credentialing, communication with faculty/adjuncts to obtain Faculty Curriculum Vitae, and constant communication with the Office of the Dean in a timely fashion. Works closely with Financial Analyst to ensure all hires are within budget. Audits hires and contract submissions. Serves as the point person for all new A+AH employees.
• Coordinates and executes special projects which includes performs research, gathers and compiles data for preparation of various reports, documents, and charts and graphs as needed.
• Coordinates travel arrangements for Department Chair and faculty. This includes creating travel authorizations, budgeting costs, and travel arrangements. Audits all travel documents.
• Coordinates and manages office supplies/equipment inventory, requisitions processing, receiving/invoicing, and processing university-wide internal forms. Facilitates ProCard purchases for department events. 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.
• Works with the Office of Class Management on room requests and other relevant adjustments. Communicates with faculty members regarding designated teaching schedules and changes.
• Monitors payroll records and serves as authorizing official for time approval on a biweekly basis. Coordinates collection of FWS hours from faculty and staff who work with student employees and checks against FWS hours submitted by student employees. Schedules GA/TA and Lab Assistant assignments and supervises work and assignments.
• Coordinates, organizes, and maintains confidential files in support of the coordination of personnel transactions.
• Ensures scholarships are submitted and processed accurately.
• Resolves problems that have significant impact on the overall goals of the Art + Art History Department. May supervise lower-level employees.

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

Administrative

Begin time: 8:30 AM

End time: 5:00 PM

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

Expanded Background Check

Ability to work flexible hours as needed.

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.