Coordinator Administrative Services - Department of Politics and International Relations

About the role

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, this position is responsible for the management or coordination of functions to the Department of Politics and International Relations (PIR). Coordinates and manages special functions and activities. May supervise and evaluate, as needed, the work of others and is highly accountable for the work of the department. Also responsible in providing a variety of administrative, program and clerical support to the department. Assists in day-to-day operations and facilitates Chair, Faculty and Administrative/Staff requests. Serves as first call resolution and/or determines the next course of action to resolve inquiries and issues from students, staff, faculty, and visitors.

• Oversees and facilitates administrative support to department leadership for day-to-day operations of the department and processes reimbursements for administrative related transactions.
• Work alongside of Associate Chair and Online Learning Director to manage scheduling projects and activities including planning, initiation, and coordination implementation.
• Composes and/or prepares correspondence, memoranda, promotional materials, forms, newsletters, manuals, presentation materials, and/or reports. Prepares agendas and materials for departmental events.
• Covers all aspects of course scheduling and Office of Class Management (OCM) tasks, processes, and procedures. Makes changes or prepares tickets for changes to course schedules. Manages and coordinates override requests/permits process. Coordinates, schedules and arranges meeting space and room reservations throughout the university reservation system.
• Covers specific activities, tasks, and assignments for the department (i.e., year-end awards ceremonies, departmental conferences, functions, events, holiday parties, etc.), as well as project-oriented activities including planning, initiation, coordination, implementation, and evaluation.
• Initiates and coordinates all adjuncts personnel transactions for the department. Coordinates on matters related to hiring, contracts, and onboarding, as well as credentialing. Orients the adjuncts to department with university policies and procedures, maintains contact with adjuncts to ensure thorough understanding of their course assignments and assists with problems that may arise. Handles confidential HR issues concerning adjunct professors. Communicates with Adjuncts to ensure a thorough understanding of their course assignments and assisting them with any issues or concerns. Coordinates requests from adjuncts of course materials, as needed. Oversees Student Perceptions of Teaching Survey (SPOTS) and quantitative results for adjunct faculty.
• Interprets university and college administrative and fiscal policies and procedures. Interprets and provides recommendations on procedures for the department to improve administrative and fiscal operation for the programs and office site.
• Makes sure IT needs (Ask-IT tickets or PantherTech repairs) are met. Assists with general technical issues and requests IT assistance when and if needed. Set-ups rooms for AV related/technical equipment (Zoom, etc.) for meetings, classes, colloquiums/workshops, events, defenses, presentations, etc.
• Assists with hiring Federal Work Study (FWS) students for the department. Facilitates training, assigning work, and may be designated as a lead worker. Reviews and approves the payroll activities for accuracy on a bi-weekly basis. Assigns specific activities, tasks, and assignments, as well as trains and provides technical assistance.
• Manages and reconciles departmental expenses including travel and other expenses using University's credit card. Submits requisitions and receives goods or services against purchase orders; creates travel authorizations and expense reports through the University's financial system. May process contracts in accordance with University purchasing guidelines.
• Manages and coordinates TAR's and Expense Reports for colloquium and conferences guest speakers for the department.
• Supervises supplies inventory and submits supplies orders for approval.

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.

Job Category

Administrative

Advertised Salary

$40,000- $45,000

Work Schedule

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

Working Conditions

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

Pre-Employment Requirements

• Expanded Background Check

How To Apply

• Current Employee: Log into Employee Self Service (ESS) to apply.
• Prospective Employee: Create a registered account and prepare to attach electronic copies of your resume, cover letter, or any other documents within the application process.