Program Coordinator

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.

Coordinates and administers the operational and financial activities associated with the overall doctoral program in Psychology, including major/track areas (applied social and cultural psychology, clinical science, cognitive neuroscience, developmental science, industrial/organizational psychology, and legal psychology). Coordinates the academic program planning, implementation and evaluation of the program. Creates and implements new concepts or approaches to coordinate doctoral student recruitment, admissions, and scheduling of programs.

• Coordinates and/or administers the operational and/or financial activities associated with the PhD graduate program.
• Coordinates Psychology PhD graduate programs alongside program directors (PDs) and Graduate Program Director (GPD). Assists with preparing workshops, orientations, and making purchases with the University credit card.
• Coordinates the scheduling and implementation of new and ongoing programs or services for the PhD graduate students. Works closely with the Graduate Program Director in organizing New Student Orientation.
• Oversees and facilitates specific activities/tasks/assignments related to the PhD graduate programs within the business unit/department under the direction of the Graduate Program Director. Organizes transfer credit requests and submission of memos as well as verifying Dissertation and thesis forms completed correctly.
• Maintains academic standards and degree requirements, accreditation matters, as necessary. Works with GPD to uphold academic standards and verify degree requirements with PDs and Panther Degree Audit office. Works with clinical science APA accredited program director to renew accreditation and update information.
• Assists with PhD graduate student recruitment, as required. Answers emails and calls about PhD programs and aggregates PhD applications for committee review.
• Coordinates logistical matters related to each PhD graduate program including planning, initiation, coordination, implementation and evaluation. Works with PDs to clarify degree expectations and assists PhD students accordingly.
• Monitors status of PhD programs: Analyzes program data, and oversees activities. Generates queries to examine admission data and current student progress.
• Monitors account expenditures and reconciles statements. Assists the Graduate Program Director in the coordination and implementation of strategic plans in support of the PhD program or service. Serves as the University Credit Card user for departmental transactions. Reconciles monthly statements.
• Serves as liaison between PhD students and the university community. Guides PhD students to correct university personnel according to their needs.
• Coordinates travel arrangements and expense reimbursement for PhD graduate students. Processes travel authorizations and travel expense reports for all PhD students. Manages pre-travel and post-travel approvals and processes expense reimbursements for doctoral students. Coordinates travel arrangements for PhD students. Communicates with students and the travel department and other units about travel approval and reimbursement process.
• Receives, investigates and responds to PhD program inquiries and resolves non-routine complex issues. Ensures answers to questions and that issues are resolved in a timely manner. Investigates and responds to PhD program inquiries and involve GPDs and PDs as necessary.
• Composes and edits PhD program internal correspondence and assists with document preparation. Processes memos and other documents as necessary for PhD students.
• Prepares and administers surveys developed by administration. Works closely with the Director of Graduate Studies and the Dean's office in updating web content as well as manuals and procedure guidelines for the PhD graduate program, as needed. Prepares and administers Qualtrics surveys. Creates, and updates the Psychology Webpage. Manages department's graduate student listservs. Updates as necessary.
• Creates and maintains filing systems and databases. Creates OneDrive file to transition PhD student files to e-filing.
• Ensures accurate processing and record keeping for the PhD Graduate Program. Processes documents and records in timely fashion to keep PhD student files continuously updated.
• Maintains discretion when handling confidential information for the PhD Graduate Program such as payroll or salary information. Adheres to FERPA requirements and maintains confidentiality of sensitive information. Obtains necessary trainings, including FERPA trainings.
• Assigns TA proctors via a proctor pool for the PhD Graduate Program. Requests availability for PhD students and develops Proctor pool each semester.
• Process PhD applications for faculty review. Aggregates all referred PhD applications and organizes all application documents for faculty review.
• Process PhD student graduation certifications and memos for Master's Degree en route to PhD.
• Files electronic petitions for PhD students, assists PhD students with panther degree audit changes, and ensures the appropriate processing of graduate student materials with other university offices. Files e-petitions once approved by the GPD and ensures proper documentation is included dependent on petition request. Processes PDA changes in the system once approved by PD and GPD.
• Assists with graduate student onboarding for both new and continuing graduate students. Communicates with students the information about background checks, and other requirements required to complete on-boarding process.
• Prepares doctoral students' graduate assistant contracts, monitors contract approval status, and responds to faculty and student questions regarding contract funding.
• Coordinates and attends PhD graduate program recruitment events and visit day events. Assists with purchasing of supplies, food and other materials for events. Assists with reimbursement of costs related to these events.
• Coordinates referred status of applicants and management of applicant file status in conjunction with the PDs and Graduate Program Director.
• Assists the GPD with the department SEED Fund Award application process, the Department Research awards application process, and the Department DF/DEA and Provost Fellows application process. Processes graduate student scholarship funds.
• Collects SACS rubrics for doctoral programs. Aggregates SACS rubric data for annual reporting of student and program learning outcomes.

Bachelor's degree and two (2) years of office or related experience.

• Experience coordinating the operations of an academic program.
• Experience working in Higher Education

Administrative

Begin time: 8:30 AM

End time: 5:00 PM

Criminal Background Check

• Ability to work flexible hours as needed.
• Travel to FIU Campus

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.