Coordinator Administrative Services - College of Nursing & Health Sciences

Florida International University is a top public university that drives real talent and innovation in Miami and globally. Very high research (R1) activity and high social mobility come together at FIU to uplift and accelerate learner success in a global city by focusing in the areas of environment, health, innovation, and justice. Today, FIU has two campuses and multiple centers. FIU serves a diverse student body of more than 56,000 and 290,000 Panther alumni. U.S. News and World Report places dozens of FIU programs among the best in the nation, including international business at No. 2. Washington Monthly Magazine ranks FIU among the top 20 public universities contributing to the public good.

Serves as the central hub for daily operations, ensuring the smooth and efficient functioning of Nicole Wertheim College of Nursing and Health Sciences (NWCNHS) Dean's Office . This role encompasses a broad spectrum of responsibilities, from meticulous travel management and communication handling for the Dean, to the preparation of critical documents and the coordination of essential office procedures. The Coordinator acts as a vital liaison, facilitating communication between faculty, staff, students, and external
stakeholders, while also providing crucial support for the Dean's strategic initiatives and the unique administrative needs of a leading nursing and health sciences college.

• Assists in the planning and prioritizing of Office of the Dean-specific events, travel, and Dean's Office events and meetings.
• Assists with facilitating specific activities in the Nicole Wertheim College of Nursing and Health Sciences Dean's Office including coordinating with various NWCNHS units and departments within the university and outside vendors.
• Collaborates with the Office of the Dean staff related to the Dean's calendar and the office's administrative operation. Provides logistic support with numerous complex and sometimes confidential tasks related to a variety of issues including student grievances.
• Prepares TARs, Travel Reimbursements, travel arrangements, and expense reports for the Dean. Makes travel arrangements for special guests, consultants, and event speakers.
• Oversees purchasing and payment of invoices, the ordering and maintenance of office supplies and forms, for the office of the Dean.
• Maintains the Dean's Office filing system, distributes mail, maintains points of contact including faculty and staff databases.
• Prepares presentation materials for the Dean. Assists the office staff in preparing the Dean for meetings and appointments. Assists the Director of Strategic Initiatives in preparing the Dean for special events. Creates save the dates, agenda/programs, and assists with coordination by securing locations, catering, media assistance, and special orders.
• Assists and advises the Assistant Director of Administrative Services on budgetary-related matters, such as travel, expense reports and purchasing done in the Dean's Office.
• Greets and announces visitors. Screens telephone calls for the Dean,and provides information or routing to the appropriate staff. Provides support in the day-to-day operations of the office to ensure appropriate workflow.
• Works closely with University officials in all matters within the area of assigned duties.
• Provide administrative support to the NWCNHS Dean's Office and assists with donor and engagement related meetings and events.
• Interprets administrative and fiscal rules and policies and recommends new and improved programs to effectively manage administrative and fiscal administration.

Bachelor's degree and two (2) years of office or related experience providing administrative support, or coordinating functions of an office or department.

• Experience and/or knowledge with Microsoft Office Suite
• Experience with event planning.
• Experience with making travel arrangements.

Administrative

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

• Operating University Vehicles (all types)
• Required to spend 50% or more of time operating a computer

• Driver's License Check
• Expanded Criminal Background Check

• Ability to work flexible hours as needed.
• Ability to work occasional evenings, weekends and at locations outside of the University
• Travel to FIU Campus
• Ability to travel locally

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.

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.

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 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 without regard to race, color, religion, sex, age, national origin, disability, or protected veteran status. For inquiries regarding nondiscrimination, contact FIU's Office of Civil Rights Compliance and Accessibility at 305.348.2785 or email ocrca@fiu.edu.