Coordinator of Administrative Services - 534531

Florida International University is classified by Carnegie as a R1: Doctoral Universities - Highest Research Activityand recognized as a Carnegie engaged university. It is a public research university withcolleges and schoolsthat offers 196 bachelor’s, master’s and doctoralprograms in fields such as engineering, computer science, international relations, architecture, law and medicine. As one of South Florida’s anchor institutions, FIU contributes almost $9 billion each year to the local economy. FIU is Worlds Ahead in finding solutions to the most challenging problems of our time. FIU emphasizes research as a major component of its mission. FIU has awarded more than 220,000 degrees and enrolls more than 54,000 students in two campuses and three centers including FIU Downtown on Brickell, FIU@I-75, and the Miami Beach Urban Studios.FIU’s Medina Aquarius Programhouses the Aquarius Reef Base, a unique underwater research facility in the Florida Keys. FIU also supports artistic and cultural engagement through its three museums:Patricia & Phillip Frost Art Museum, theWolfsonian-FIU, and theJewish Museum of Florida-FIU. FIU is a member ofConference USA and more than 400 student-athletes participating in 18 sports. For more information about FIU, visithttp://www.fiu.edu/.

Coordinator of Administrative Services - 534531

Job Summary:

Provides administrative and operational support to the Florida Small Business Development Center at FIU College of Business, including, travel and procurement activities under grants and contracts awarded. Conducting projects and assignments in support of SBDC activities and its team members.

• Serves as project lead for department's professional development hour tracking. Compiles documentation, analyzes data, and reports hours on behalf of the department.
• Assists with the coordination of the day-to-day operations of the Florida Small Business Development Center, including responding to routine inquiries and requests.
• Manages and reconciles departmental expenses including travel and other expenses using University credit card. Assures compliance and adherence to University credit card policies and procedures. Submits requisitions and receives goods or services against purchase orders; creates travel authorizations, expense reports, through the University's financial system. May process contracts in accordance with University purchasing guidelines.
• Coordinates the Center’s travel arrangements and prepares travel authorizations and expense reports and reimbursements as needed. Ensures travel purchases are in compliance with established policies and procedures and reconciles University Credit Card.
• Assists center leadership in drafting, revising, managing, and closing procurement and subcontractor agreements in accordance with University purchasing guidelines.
• Coordinates with center leadership and budget staff to create reports and track travel and procurement expenses and payments under departmental projects and grant budgets.
• Provides inventory management and ordering on office supplies, computers, and IT products. Serves as a liaison with FIU and FIU Business IT staff on departmental computer and IT equipment.
• Procures event and meeting spaces for center meetings, trainings/events, and activities including at FIU campuses and offsite locations.
• Interprets university administrative and fiscal policies and procedures. Provides recommendations on procedures for the unit to improve administrative and fiscal operation for the programs and office site.

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.

Desired Qualifications:

• Experience with drafting procurement contracts, amendments, and invoices.
• Experience with processing travel arrangements or purchasing.

Salary: $40,000 - $45,000

Work Schedule:

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

Pre-Employment Requirements:

Expanded Background Check

Other Information:

• Travel to FIU Campus
• Ability to travel locally
• This position is funded by an external funding source (e.g. a grant or contract)

Veterans Preference:

For further information or to apply, please visit careers.fiu.edu and reference Job Opening ID #534531

Florida Statute 1010.35 - Screening Foreign Researchers

Pursuant to Florida law, any citizen of a foreign county who is not a permanent resident of the U.S., or who is a citizen or permanent resident but is affiliated with or has had at least 1 year of employment or training in China, Russia, Iran, North Korea, Cuba, Venezuela, or Syria is subject to additional screening. Applicants meeting those criteria will be required to provide the following information in the application: every institution of higher education attended; all previous employment since the applicant’s 18th birthday; list of all published material, current and pending research funding from any source, including details about the research, your role, funding source, and amount; list and description of any non-university professional activities; any affiliation with an institution or program in a foreign country; a complete copy of your passport; the most recently submitted DS-160 (Online Nonimmigrant Visa Application).

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 member of the State University System of Florida and an Equal Opportunity, Equal Access Affirmative Action Employer all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.