Coordinator Administrative Services - College of Law

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.

Under the administrative direction of the professional staff, is responsible for the management or coordination of the Office of Student Services. Makes decisions using independent judgment and originates new concepts or practices. Requires knowledge of business administration and office practices and procedures in order to perform moderately complex duties in supporting operations of Student Services at the College of Law. Coordinates and manages special functions and activities.

• Oversees and manages daily operations of the department including providing administrative and operational support by preparing a wide variety of material and processes need for daily work. Maintains the College of Law calendar, coordinating student room reservations in EMS & 25Live, submitting work orders, overseeing the management of supply inventory, and maintaining organized storage areas. Interprets, monitors, and analyzes information regarding policies and procedures.
• Assists with all exam administration for College of Law students with accommodations. Proctors exams for students with testing accommodations.
• Orders and process payment for the Office of Student Services and for student organizations and their programming. Logs purchases as needed. Participates and assists in student programs and events such as but not limited to, awards ceremony, commencement, orientation, swearing-in ceremony and barrister's ball. Serves as a member of the Events Committee.
• Serves as the University's credit card user for departmental transactions. Adheres to University's credit card policies and procedures. Processes credit card payments, requisitions, and other payment methods approved by the university's purchasing department. Processes contracts using the Total Contract Manager (TCM) Module while adhering to university policies and guidelines. Orders and process payment for durable goods, food, facilities services, and other needs for student organization programming, as approved by the supervisor.
• Tracks expenses in accordance with federal, state, and University guidelines for Student Services and for the student organizations. Under the direction of the Director of Finance and Administration, compiles, monitors, analyzes, and reports the budgetary performance for Student Services and for the student organizations.
• Serves as the student's point of contact when scheduling meetings with the director and other administrators. Refers and guides students to departments as needed. Coordinates and prepares travel and expense reimbursements for the department to include faculty, administrators, staff, students, and guests, as needed.
• Marketing and Communications Support: Develop and manage content for the departments social media platforms and mailchimp to promote events, programs, and student engagement initiatives. Design visually appealing flyers, graphics, and digital materials to support outreach and marketing efforts. Collaborate with departments and student organizations to ensure consistent branding and effective promotion of activities and resources.
• Responds to inquiries and resolves non-routine complex issues. Ensures questions are answered and issues resolved in a timely a manner. Handles confidential issues using discretion.

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

Knowledge of marketing, communication , or content skills.

Administrative

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

Expanded Background Check

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.