Coordinator Administrative Services - Department of Politics and International Relations

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, this position is responsible for the management or coordination of functions to the Department of Politics and International Relations (PIR).Coordinates and manages special functions and activities. May supervise and evaluate, as needed, the work of others and is highly accountable for the work of the department. Also responsible in providing a variety of administrative, program and clerical support to the department. Assists in day-to-day operations and facilitates Chair, Faculty and Administrative/Staff requests. Serves as first call resolution and/or determines the next course of action to resolve inquiries and issues from students, staff, faculty, and visitors.

• Oversees and facilitates administrative support to department leadership for day-to-day operations of the department and processes reimbursements for administrative related transactions.
• Work alongside of Associate Chair and Online Learning Director to manage scheduling projects and activities including planning, initiation, and coordination implementation.
• Composes and/or prepares correspondence, memoranda, promotional materials, forms, newsletters, manuals, presentation materials, and/or reports. Prepares agendas and materials for departmental events.
• Coordinates all aspects of course scheduling and Office of Class Management (OCM) tasks, processes, and procedures. Makes changes or prepares tickets for changes to course schedules. Manages and coordinates override requests/permits process. Coordinates, schedules and arranges meeting space and room reservations throughout the university reservation system.
• Coordinates, manages, and facilitates specific activities, tasks, and assignments for the department (i.e., year-end awards ceremonies, departmental conferences, functions, events, holiday parties, etc.), as well as project-oriented activities including planning, initiation, coordination, implementation, and evaluation.
• Initiates and coordinates all adjuncts personnel transactions for the department. Coordinates on matters related to hiring, contracts, and onboarding, as well as credentialing. Orients the adjuncts to department with university policies and procedures, maintains contact with adjuncts to ensure thorough understanding of their course assignments and assists with problems that may arise. Handles confidential HR issues concerning adjunct professors. Communicates with Adjuncts to ensure a thorough understanding of their course assignments and assisting them with any issues or concerns. Coordinates requests from adjuncts of course materials, as needed. Oversees Student Perceptions of Teaching Survey (SPOTS) and quantitative results for adjunct faculty.
• Interprets university and college administrative and fiscal policies and procedures. Interprets and provides recommendations on procedures for the department to improve administrative and fiscal operation for the programs and office site.
• Monitors IT needs (Ask-IT tickets or PantherTech repairs), assists with general technical issues and requests IT assistance when and if needed. Set-ups rooms for AV related/technical equipment (Zoom, etc.) for meetings, classes, colloquiums/workshops, events, defenses, presentations, etc.
• Assists with hiring Federal Work Study (FWS) students for the department. Facilitates training, assigning work, and may be designated as a lead worker. Reviews and approves the payroll activities for accuracy on a biweekly basis. Assigns specific activities, tasks, and assignments, as well as trains and provides technical assistance.
• Manages and reconciles departmental expenses including travel and other expenses using University's credit card. Submits requisitions and receives goods or services against purchase orders; creates travel authorizations and expense reports through the University's financial system. May process contracts in accordance with University purchasing guidelines.
• Manages and coordinates TAR's and Expense Reports for colloquium and conferences guest speakers for the department.
• Supervises supplies inventory and submits supplies orders for approval.

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.

• Administrative

• $40,000- $45,000

Begin time: 8:30 AM

End time: 5:00 PM

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

• Expanded Background Check

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.

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.

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.