Coordinator Administrative Services - Signature Events

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 daily administrative activities in the Nicole Wertheim College of Nursing and Health Sciences (NWCNHS) Dean's office and manages the college's portfolio of signature ceremonies. The role provides budgetary and fiscal administration support and cross-departmental and vendor coordination. Organizes, manages, and executes the college's full portfolio of signature ceremonies- including Nursing Pinning Ceremonies, Clinical Doctoral Hooding Ceremonies, and the White Coat Ceremonies annually- encompassing planning, initiation, coordination, implementation, and evaluation.Assists and advises the Assistant Director of Administrative Services on budgetary matters and manages ceremony-related purchasing, vendor payments, and departmental financial transactions, adhering to university credit card and procurement policies.Coordinates Award recipients' nomination and selection processes for all Nursing Pinning Ceremonies and Clinical Doctoral Hooding Ceremonies.Serve as a member of the university-wide Event Planners Council to ensure the college is in compliance with University protocols and procedures.Adheres to administrative fiscal rules and policies; recommends and implements improved programs to effectively manage administrative and fiscal administration across an expanded, multi-event portfolio.Coordinates with multiple university departments and external vendors (catering, AV, venue, printing, regalia) concurrently across three distinct ceremony types.Provides functional leadership and guidance to student volunteers and support staff in the planning, coordination, and execution of college ceremonies.Composes and prepares correspondence on the Dean's behalf, including donor and VIP guest communications tied to signature college events.Provides administrative support to Dean in the absence of the Assistant Director of the Dean's office.Oversees ordering and maintenance of office supplies.Interacts professionally and effectively with college leadership, faculty, students, donors, and community stakeholders in the execution of college events.Provides administrative support to the Office of the Dean, including correspondence, event scheduling, and event coordination support as needed.Performs other related duties as assigned. The omission of specific duties does not preclude the supervisor from assigning duties that are logically related to the position. 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 Three years of community relations or special events experience.Advanced proficiency in Microsoft 365 applications, including working knowledge of Microsoft Power Automate for process optimization.Experience managing large ceremonial events. Job Category Administrative Advertised Salary $45,000-$50,000 Work Schedule Begin time: 8:30 AM End time: 5:00 PM Working Condition(s) Operating University Vehicles (all types) Pre-Employment Requirements Driver's License CheckExpanded Background Check Other Information Ability to work evenings and weekends.Ability to work flexible hours as needed.Ability to travel locally 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.