Coordinator of Administrative Services

 to apply, please visit careers.fiu.edu and reference Job Opening ID #533669

Coordinator of Administrative Services– 533669

Job Summary:

Under administrative direction, is responsible for assisting in the coordination of Travel, Purchasing, University Commodity Card for Department and Staff, Telephones, FIU Foundation Payments, Tagging, and Surplus for ARC. Makes decisions using independent judgement, and originates new concepts or approaches, policies and procedures, and directs their implementation. Coordinates and manages special functions and activities. May supervise and evaluate, as needed, the work of others and is accountable for the Travel, Purchasing, FIU Foundation Payments, Tagging, and Surplus work of the unit.

• Oversees and facilitates assigned activities/tasks/assignments for the department, mainly Travel, Purchasing, University Commodity Card for Department and Staff, FIU Foundation Payments, Telephones, Tagging and Surplus.
• Manages assigned project-oriented Domestic and Foreign Travel, University Commodity Card for Staff and Purchasing activities including planning, initiation, coordination, receiving and delivery and/or reimbursements.  Follows up with returns, replacements with suppliers for a prompt resolution.
• Develops interpersonal contacts that are varied and often at the higher level and tend to involve a broad range of problem-solving activities, both internally and external to FIU.
• Interprets, monitors, and analyzes information regarding policies and procedures.  Ensures regulations and policies are adhered to.
• Assists and advises, as needed, the department head and staff members of budgetary and related problems.  Assists with budget modification form creation for moving expenses between funding categories.  Creates Journal Vouchers and assists with clearing budget exceptions for funding sources.
• Resolves problems that have significant impact on the overall goals of the department.  Serves as a primary contact for invoice back-up information for Travel when invoicing a sponsor.
• Responsible for telephone usage, billing, distribution to new hires, and replacement telephones.  Submits tickets as needed for telephone repair/replacement.
• Serves as liaison with Environmental, Health, & Safety (EH&S) for tagging hazardous chemicals.  Assist with Property Control to tag equipment over $5,000 and Attractive Property.
• Coordinates incoming guests/visitors as they arrive for appointments, directing incoming/outgoing document flows.
• Assists with the reconciliation of FIU Procurement Card transactions for ARC card holders.
• Processes Foundation transactions such as FIU vendors invoices (Panorama, Chartwells, etc.), business development meals, travel, employee reimbursements and scholarships.
• Responsible for Services Agreements reviews via FIU's Total Contract Manager and Un-encumbered payment requests.
• Responsible for maintaining and ordering sufficient and economical office and other supplies for the department.
• Prepares presentation materials editing content and adding appropriate graphic design elements.
• Composes and/or prepares correspondence, memoranda, forms, templates, instructions, manuals, and reports using appropriate word processing and spreadsheet tools.
• Plans and arranges special events and related activities.  Works closely with the Associate Director of Administrative Services and/or Staff to coordinate events and other duties as assigned in support of the department.  Processes payments to event suppliers.
• Performs statistical calculations on data for reports or PI requests.  These include travel and purchasing estimates to provide funding status and availability.
• Coordinates, organizes, and maintains confidential files.
• Responsible for office onboarding tasks for new hires, such as new office phone assignment, office supplies, ordering/distributing business cards and department shirts.
• Serves as the University's credit card user for departmental transactions. Adheres to University's Credit card policies and procedures.

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

Desired Qualifications: Proficient in Microsoft Office Suite (Ex. Word, Excel and Outlook).

Salary: $40,000 - $44,000

Work Schedule:

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

Pre-Employment Requirements:

Expanded Background Check

Other Information:

• Ability to travel locally
• May be required to travel to FIU Campuses.

Florida Statute 1010.35 - Screening Foreign Researchers

Pursuant to Florida law, any citizen of a foreign county who is not a permanent resident of the U.S., or who is a citizen or permanent resident but is affiliated with or has had at least 1 year of employment or training in China, Russia, Iran, North Korea, Cuba, Venezuela, or Syria is subject to additional screening. Applicants meeting those criteria will be required to provide the following information in the application: every institution of higher education attended; all previous employment since the applicant’s 18th birthday; list of all published material, current and pending research funding from any source, including details about the research, your role, funding source, and amount; list and description of any non-university professional activities; any affiliation with an institution or program in a foreign country; a complete copy of your passport; the most recently submitted DS-160 (Online Nonimmigrant Visa Application).

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.

 to apply, please visit careers.fiu.edu and reference Job Opening ID #533669