Coordinator Administrative Services - 532160

Coordinator Administrative Services - 532160

Florida International University is a top public university that drives real talent and innovation in Miami and globally. Very high research (R1) activity and high social mobility come together at FIU to uplift and accelerate learner success in a global city by focusing in the areas of environment, health, innovation, and justice. Today, FIU has two campuses and multiple centers. FIU serves a diverse student body of more than 56,000 and 290,000 Panther alumni. U.S. News and World Report places dozens of FIU programs among the best in the nation, including international business at No. 2. Washington Monthly Magazine ranks FIU among the top 20 public universities contributing to the public good.

Provides support with the day-to-day office operations for the Housing Facilities Office. Facilitates a variety of tasks pertaining to the daily operations of the Department, including, but not limited to overall front office activities, overseeing the reception area and staff, managing work orders, assisting personnel, coordinating purchase orders and requests. Oversees office services and associated operations, upholding meticulous record-keeping to ensure seamless office functionality. Manages ongoing department projects.

• Provides direct support to the Assistant Director for the Housing-Facilities operations in managing the day-to-day office operations for this unit. Manages the front desk area which includes responding to visitors, students, and vendors by screening, answering, and routing calls to appropriate person/department. Ensures that office voice mail and office mail is properly processed.
• Assists in the coordination of the department's functions and services as it relates to all necessary inspections with vendors. Keeps orderly record of all purchase orders processed through the Housing-Facilities office. Coordinates all purchasing needed with the Assistant Director. Orders all forms and office supplies for Facilities Office operations. Makes purchases for the department using the University P- card.
• Interprets departmental policies and procedures and provides information to other University staff members and affected departments. Assists the Assistant Director of Housing-Facilities in making appropriate changes or recommendations relative to Departmental policies and procedures directly related to special emergency situations such as, Hurricane Preparedness plans and other University Housing events. Serves as a liaison, resolving issues between the Housing-Facilities office, University departments, and housing residents.
• Oversees the work of temporary personnel. Consisting of training new hires, providing necessary ongoing training, delegation of task, supervising and evaluating their work. Assures that the staff are compliant with University policies and procedures.
• Oversees maintenance work order system. Provides peer reports and analysis on the responsiveness and completion of work orders within the system. Interprets and distributes work orders accordingly. Prepares and inputs all preventive maintenance work and is in charge of closing out all completed orders, on a daily basis.
• Coordinates all temporary housing activities, to include check-in/check-out, damage assessment and billing verification.
• Serves as the University's credit card user for departmental transactions. Adheres to University's compliance trainings, rules and regulations.
• Supervises and tracks vehicle upkeep, encompassing golf carts, to guarantee adherence to state regulations and consistent maintenance in accordance with compliance standards.
• Responsible for department-wide communication efforts. Assisting in the management of department projects and initiatives. Assist with scheduling department meetings.
• Manages the scheduling of yearly inspections and certificate renewals while maintaining comprehensive records of repairs associated with inspections.

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:

• Experience working in Higher Education.
• Prior experience working in a team setting environment.

Job Category:

• Administrative

Advertised Salary:

• $40,000 - $45,000

Work Schedule:

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

Working Conditions:

• Operating University Vehicles (all types)

Pre-employment Requirements:

• Driver's License Check
• Expanded Background Check

Other Information:

• Ability to work evenings and weekends.
• Ability to work flexible hours as needed.
• May be required to be On-Call as needed by the University.

For further information or to apply online visit our website at careers.fiu.edu and reference job opening ID # 532160

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