Administrative Specialist - Biscayne Bay Campus

Administrative Specialist - Biscayne Bay Campus

3 days ago Be among the first 25 applicants

About FIU 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.

Job Summary

Coordinates the day to day administrative operations of the department.

Responsibilities

• Coordinates travel arrangements including submitting Travel Authorization and Expense reports for reimbursement. Ensures policy and procedures are being followed.
• Gathers and maintains data on Biscayne Bay activities as they relate to research, outreach and education, and assists with development of reports.
• Processes purchasing requests including the initiation of contracts where necessary via the Total Contract Manager system.
• Coordinates and schedules meetings, prepares correspondence, and memorandum on behalf of the Program Director.
• Responsible for encumbering subcontract agreement funds and processing invoices.
• Serves as the first point of contact for visitors at BBC. Provides information to visitors, students, staff, and faculty.
• Serves as the University's credit card user to purchase materials and supplies as needed, ensures policy are being followed.
• Serves as Credit Card Reconciler / Approver for IOE Research faculty. Ensures compliance and adherence to the university credit card policies and procedures.
• Creates unencumbered forms for payments for honorariums for outside Institute related visitors.
• Manages internal and external correspondence and documents.
• Trains and aids Institute's student employees on their assignments.
• Recommends, interprets, and analyzes information regarding policies and procedures.

Minimum Qualifications

High school diploma or GED and six (6) years of office or related experience coordinating functions of an office or department.

Job Category

Advertised Salary

$38,000 - $43,000

Work Schedule

Pre-Employment Requirements

Expanded Background Check

Other Information

How To Apply

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, be 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.

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. 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, be 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.

Disclosures

Clery Notice

In compliance with the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, the FIU Police department provides information on crime 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 an Equal Opportunity, Equal Access, and Affirmative Action Employer. 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.

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