Coordinator Administrative Services - International Forensic Research Institute

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.

Supports the Global Forensic and Justice Center (GFJC) / International Forensic Research Institute (IFRI) and related departments/programs through general office administration activities with a primary focus in student liaison, programmatic records management, center operations support, event management/meeting planning, departmental branding, and corporate communications. Performs procurement related and travel coordination support activities. Provides administrative hands-on assistance for assigned projects and events. Provides support for reception services and visitor management.

• Performs targeted administrative support in primary focus area of primary focus in student liaison, records management, and operations support.
• Performs daily operations and general administrative support to the GFJC center/departments/programs and forensic faculty/students as directed.
• Serves as primary liaison for student inquiries/assistance and collaborates with department staff/faculty to provide programmatic support and guidance as needed.
• Facilitates scheduling and conference room coordination for student activities (such as defense, clubs, meetings, etc.).
• Assists with center/department/program records management, including but not limited to student files, performance records, alumni lists, curriculum vitae, etc.
• Carries out data tracking and compilation for center leadership and staff and assists with annual report coordination as assigned.
• Provides support in collaboration with Director/Supervisor for faculty appointments/graduate assistant contracts, processes, and center/departments/programs as needed.
• Maintains center software, databases, and management systems as directed.
• Performs support for center/department related special projects as directed.
• Supports department electronic communication (email, surveys, etc.).
• Provides local center activity updates to Communications Program Director and related team members for newsletters, postings, etc.
• Performs logistical support for meetings, events, and activities through travel and lodging support (liaison for airline, car rental, hotel accommodations with outsource vendor and internal/external stakeholders).
• Carries out document management activities, including agenda preparation, sign-in rosters, test/evaluation tracking logs, and electronic records maintenance.
• Performs administrative activities for center/department/program faculty and staff including but not limited to calendar management, meeting scheduling, logistical arrangements, travel authorizations, expense claims, time & effort reporting, and written and verbal correspondence as requested.
• Conducts visitor management processes including reception support and onsite department representation for students, faculty, staff, and visitors.
• Performs procurement support activities including order/requisition entries, tracking, and closeout activities.
• Conducts office supply inventory tracking, maintenance and ordering for GFJC local office.
• Serves as the University's credit card user for departmental transactions. Adheres to University's rules and regulations.
• Serves as primary liaison for executive/senior leadership team and coordinates/performs administrative and operational support in accordance with guidance and direction from leadership.
• Liaises with speakers/presenters to identify topics, draft scripts, and facilitate presentations.
• Provides support for phase evaluation of events to ensure quality assurance standards are met as directed.
• Coordinates and completes after-action reports for events as directed.
• Participates in conference sponsorship opportunities and processes (identification, solicitation, and tracking) donations.

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

• Executive or senior leadership administrative support experience.
• Demonstrated advanced Excel and Word knowledge and experience.
• Experience working in Higher Education.

Administrative

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

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

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.