Office Coordinator - Educational Policy Studies

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 minimal supervision; manages day to day office operations of the department of Educational Policy Studies within the School of Education under the College of Arts, Sciences & Education. Oversees all office functions and work processes. Handles complex situations and conflicts. Independently plans, organizes and schedules work.

• Assists the Chairperson in managing the day to day administration and operations of the department that includes maintaining and monitoring a coverage schedule for the office. Establishes and implements procedures for smooth and efficient operations of the office. Resolves a wide variety of complex situations and conflicts involving the functions of the office. Monitors workflow processes and suggests and implements improvements. Ensures policies and procedures are being followed. Advises students and faculty on university and college policies and procedures.
• Trains, assigns tasks and provides assistance to lower level staff when applicable.
• Manages the faculty search process for the department. Serves as the main point of contact for applicants, interview schedules and TARs. Maintains discretion when handling HR confidential matters.
• Creates, reviews, and processes procurement contracts in the Total Contract Management (TCM) system.
• Reviews overload, adjunct and dual enrollment spreadsheets with Chair and scheduler/office specialist for accuracy. Prepares the necessary forms/contracts for faculty overloads, adjunct pay and others as needed. Processes new personnel packets for adjuncts, graduate assistants.
• Assists the Chairperson in monitoring and managing department budget accounts assigned by the Dean's office and maintains spreadsheets on a monthly basis for accuracy. Provides recommendations with regard to purchasing, expenses, discretionary accounts, provides information on past and future expenditures. Reconciles accounting statement and reports discrepancies.
• Serves as the University's credit user for departmental transactions. Adheres to University's rules and regulations. Processes purchasing requisitions and follows up with requests. Manages all departmental purchases. Matches invoices to packing slips and validates deliveries. Process Invoices and reconciliation.
• Creates and maintains electronic files filing systems and monitors efficiency. Oversees filing system updates and maintain databases. Generates reports to ensure accurate processing and record keeping. Researches and gathers information for projects. Creates queries and/or requests data from CASE Dean's office related to metrics as needed by the department.
• Manages internal and external correspondence and documents. Composes and edits internal correspondence and assists with document preparation. Manages and coordinates all admissions pertaining to Certificates, Specialist, Masters and Doctoral degrees. Coordinates and compiles data for the nomination memo for the Fellowship Applications.
• Coordinates the scheduling of the thesis and dissertation defenses. Ensures thesis and dissertation are submitted in a timely manner.
• Assists in compiling data for U.S. News World Report. Compiles data and prepares report for university's administrators.

High school diploma or GED and six (6) years of office or related experience providing administrative support; OR an equivalent combination of relevant education and/or experience.

Staff

$35,000.- $45,000

• 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.

Since 1945, the Florida Legislature has made a provision to give preference in the hiring process to United States war veterans in recognition of their military, naval, or air service who meet specific conditions. The conditions are as follows:

• Veterans with a VA service-connected disability
• Spouses of veterans with permanent and total service-connected disability
• Honorably discharged veterans with wartime service.
• Unmarried widow or widower of a veteran who died as a result of a service-connected disability
• A veteran who has served in a qualifying campaign or expedition for which a campaign badge has been authorized, to include the Global War on Terrorism Expeditionary Medal.

Florida International University honors this policy and will comply with Veterans' Preference guidelines when filling staff positions. Any applicant claiming Veterans' Preference will be required to attach a DD214 with each application submitted for verification.

If there are any questions concerning Veterans' Preference, please contact Talent Acquisition & Management by calling 305-348-2500.
For additional information on Veterans' Preference, visit http://www.floridavets.org/.

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.