Administrative Specialist - Center for Children and Families

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 Under administrative direction, the administrative specialist is responsible for the management or coordination of a function(s) of the Center for Children and Families (CCF). In consultation with supervisor, makes decisions using independent judgment, and originates new concepts or approaches, procedures, and directs their implementation. Assist with the hiring and onboarding of CCF employees, including the summer hires. Coordinates and manages special functions and activities. May serve as team leader as needed in different activities/events. Provides administrative and operational support in the day to day activities of the Center. Maintains CCF personnel (volunteers, faculty, staff, students, collaborators, etc) databases and organizational lists.Receives and processes paperwork to gain access to the center, including submitting and tracking access documents, providing follow up, and informing groups of outcome of clearance. Works with FIU HR to ensure that access process is well coordinated, and problem solve any issue that may arise in this area. Maintains a strong working relationship with FIU HR, particularly as it relates to clearance and access.Assists the many CCF groups/labs with problem solving issues pertaining to access to the CCF.Assists the Departmental Administrator with CCF space assignment and management. Conducts frequent walk-throughs of space; submits and follows up on work orders related to center space. Ensures work spaces have all required equipment; ensuring CCF art is framed and displayed as agreed; securing space for CCF-activities. Organizes and coordinates activities related to organizing CCF-space; and works in conjunction with FIU Space Management team with special projects.Gathers, monitors and analyses information regarding CCF space use. Assists supervisor and Center Director with planning for the future use of space.Maintains the various CCF personnel listservs and creates center directories/lists as requestedProvides logistical support in preparation for Speaker Series and other center-wide events, including setting up/cleaning up of center space, post center announcements, make purchases for center related activities/events, and record sessions as needed.Makes purchases in preparation to and related to the Summer Treatment Program (STP) and help coordinates other administrative components of STP, such as the move in and out of the school, fun Friday activities, and the training of support personnel who will work at the STP.Serves as back up for center-related purchases. Serves as the University's credit card user for departmental transactions. Adheres to University's rules and regulations.Performs related duties as required or as directed. The omission of specific duties does not preclude the supervisor from assigning duties that are logically related to the position.Performs essential duties in any emergencies such as hurricanes, public health emergencies, and/or any other university emergency closing. The employee is expected to be available to report to work as needed during university emergency closing with appropriate notification of a department administrator.Serves as the University's credit card user for departmental transactions. Adheres to University's credit card policies and procedures.Serves as the merchant account's primary contact or technical contact. Handles sensitive cardholder information and/or processes credit cards transactions for the department/unit. Employee has access to a third party system (software, gateway, etc.) that processes, transmits, and/or stores cardholder information.Assist with the hiring and onboarding of CCF employees, including the summer hires. Job Category Administrative Minimum Qualifications High school diploma or GED and six (6) years of office or related experience coordinating functions of an office or department. Advertised Salary $38,000 - $45,000 Work Schedule Begin time: 8:30 AM End time: 5:00 PM Pre-Employment Requirements Fingerprinting CheckExpanded Background Check Other Information This position is funded by a contract, grant, or external partnershipAbility to work flexible hours as needed.Travel to FIU Campus 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, 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. How To Apply 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. Disclosures 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. Notice of Non-Discrimination 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 decisions, programs, and events without regard to race, color, religion, sex, age, national origin, disability, or protected veteran status. For inquiries regarding non-discrimination, contact FIU's Office of Civil Rights at 305.348.2785 or email ocr@fiu.edu. Reasonable Accommodation Statement Should you need an ADA accommodation to participate in a University event, program, or activity or need to request materials in an accessible format, please contact FIU's Office of Civil Rights (OCR) at 305-348-2785 or accommodations@fiu.edu. All requests for ADA accommodation or accessible materials for this event must be submitted to OCR at least seven (7) business days prior to the event or at the earliest possible opportunity.