Coordinator Administrative Services - College of Public Health & Social Work

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

Provides administrative coordination and operational support for the Office of the Dean, college laboratories, and grant-supported activities by executing day-to-day processes, managing logistics, and maintaining records and tracking systems. Works closely with the Senior Coordinator of Administrative Services in coordinating events and onboarding activities. Coordinates travel, scheduling, and procurement support functions; monitors deadlines; and ensures timely completion of administrative tasks in accordance with university, state, and federal requirements. Serves as an administrative liaison across departments, supporting efficient, accurate, and customer-focused operations with a primary emphasis on execution and coordination.

• Captures and processes expenses for the Dean’s Office, college laboratories, and grant-related activities, ensuring efficient workflow through travel arrangements, expense processing, and general administrative support.
• Maintains office supply inventory for the Dean’s Office, monitors supply levels, coordinates purchases, and ensures availability of administrative resources.
• Coordinates travel arrangements, submits non-conforming forms for guest speakers, facilitates payments (professional fees, student documents, etc.), and maintains proper documentation to ensure adherence to established university, state, and federal guidelines.
• Works closely with research and lab personnel in the procurement of laboratory and/or research supplies, ensuring orders are accurate and timely. Maintains an organized inventory system of supply orders and manages re-ordering processes to prevent shortages.
• Serves as a procurement/credit card user for the Dean’s office, college labs, and project-related transactions, ensuring transactions are completed in compliance with university credit card policies and procedures.
• Serves as a backup to the Office Managers within the college to provide administrative support as needed, including coordinating and managing travel arrangements, submitting expense reports, and providing assistance to visitors, faculty, staff, and students.
• Assists in preparing forms, presentation materials, reports, newsletters, manuals, correspondence, and other materials by editing content and adding appropriate graphic and design elements as needed. Assists with scheduling meetings and/or appointments related to college events, accreditation, continuing education, and workforce-related activities.
• Assists with coordinating logistics for college events, faculty assemblies, academic kick-off meetings, accreditation visits, faculty and staff recognition events, faculty searches, workshops, seminars, conferences, advisory board meetings, and other college-sponsored events. Responsibilities may include assisting with registration management, catering coordination, preparation of event materials, event set-up, and vendor communication.
• Serves as the college’s backup administrative contact for online credit card payments to college events, workshops, etc., via the Merchant Credit Card system. Reconciles as needed, the generated credit card revenues, and processes the appropriate corresponding journal entries.
• Maintains and tracks administrative databases and tracking systems related to accreditation, college initiatives, and operational processes for the college. Assists in organizing materials and documentation for accreditation reviews and site visits. Assists with monitoring deadlines and following up with departments to ensure timely submission of documentation and deliverables.
• Assists with onboarding logistics of new hires, including maintaining administrative records, assisting with workspace and resource coordination, and facilitating administrative processes associated with onboarding and transitions.
• Maintains and coordinates the annual review, revision, and distribution of the College Operations Manual and related administrative procedures. Works collaboratively with leadership and administrative staff to collect revisions, maintain version control, ensure information accuracy, and distribute updated materials in accordance with university policies and operational requirements.
• Responsible for maintaining Public Health affiliation agreements and related documentation. Assists with tracking, renewals, and recordkeeping. Assists the Director of Educational Programs and Workforce Development with the administration of continuing education programs and activities. Communicates with academic and administrative units regarding continuing education offerings; compiles and maintains a master listing of the college's continuing education programs. Assists with the preparation and submission of required reports to university offices and external accrediting or credentialing organizations.
• Serves as backup administrator for the wireless key LockNetics access system and assists with access management processes. May provide backup support for administrative personnel within the Dean’s Office as needed.
• May assist with special projects, research data collection, reporting activities, and operational initiatives as needed.

Minimum Qualifications

• Bachelor's degree and two (2) years of office or related experience providing administrative support, or coordinating functions of an office or department; OR six (6) years of office or related experience; OR an equivalent combination of relevant education and/or experience.

Desired Qualifications

• Proficiency in computer software (i.e., Microsoft Office).

Job Category

Administrative

Advertised Salary

$45,000 - $50,000

Work Schedule

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

Pre-Employment Requirements

• Expanded Background Check