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 administrative direction, the Coordinator of Administrative Services is responsible for managing and coordinating office activities associated with financial transactions, travel and expense reimbursement transactions and assist the Director of Administration and Senior Executive Assistant with coordinating administrative tasks.

• Assists in the day-to- day office operations and activities to ensure the efficient functions of the Center. Works alongside Senior Executive Assistant on processing credit card payments, requisitions, purchase orders, unencumbered payments, and other payment methods approved by the University's Purchasing Department. Utilizes the TCM (Total Contract Manager) module to manage and process contracts in compliance with university policies and guidelines. Maintains and develops vendor relationships. Obtains quotes and invoices for procurement services. Supports the daily operations of the office to ensure efficient workflow and administrative coordination.
• Provides administrative support to the Center's team by interpreting and applying university policies and procedures related to travel and procurement processes. Evaluates existing administrative practices and recommends improvements to enhance the efficiency and effectiveness of administrative and fiscal operations. Serves as liaison between vendors, faculty, university departments, and external stakeholders. Assists in coordinating all logistical matters related to Center events, including conferences, seminars, workshops, guest lectures, and special programs. Plans, initiates, implements, evaluates, and post-event reconciliation.
• Prepares Travel Authorization Requests (TARs), Travel Reimbursements, and Expense Reports (ERs), and coordinates travel arrangements for both staff and non-staff members. Coordinates and manages travel arrangements for special guests, consultants, and event speakers, including booking airfare, hotel accommodations, and ground transportation in accordance with university travel policies and procedures. Ensures all travel logistics are properly documented, compliant with FIU guidelines, and aligned with the needs and schedules of the visitors and the Center's events.
• Oversees ordering and maintenance of office supplies and forms. Serves as a liaison to internal offices, coordinates training and communications to our partners and stakeholders. Manages sensitive cardholder information and processes departmental credit card transactions, ensuring full compliance with university credit card policies and procedures. Maintains and oversees filing systems while monitoring operational efficiency within the center.
• Assists in the preparation and coordination of strategic plans in support of Center programming and initiatives. Works closely with University officials in all matters within the area of assigned duties.

Bachelor's degree and two (2) years of office or related experience providing administrative support, or coordinating functions of an office or department; OR six (6) years of office or related experience; OR an equivalent combination of relevant education and/or experience.

• Proficiency in Microsoft Office Suite.
• Ability to manage multiple projects with attention to detail and deadlines.
• Experience with or Knowledge of Procurement and financial functions

Administrative

Begin time: 8:30 AM

End time: 5:00 PM

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

Criminal 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.

Notice of Non-Discrimination

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 decisions, programs, and events without regard to race, color, religion, sex, age, national origin, disability, or protected veteran status. For inquiries regarding non-discrimination, contact FIU's Office of Civil Rights at 305.348.2785 or email ocr@fiu.edu.

Reasonable Accommodation Statement

Should you need an ADA accommodation to participate in a University event, program, or activity or need to request materials in an accessible format, please contact FIU's Office of Civil Rights (OCR) at 305-348-2785 or accommodations@fiu.edu. All requests for ADA accommodation or accessible materials for this event must be submitted to OCR at least seven (7) business days prior to the event or at the earliest possible opportunity.