Coordinator Administrative Services - Office Of The President

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.

Provides a wide range of administrative level support to the Office of the President. Performs duties with the utmost professionalism and deals with materials that are highly sensitive and confidential in nature. Provides excellent customer service in all interactions within the University and with the external community. Maintains the overall function of the front desk of the Office of the President

• Greet and welcome guests immediately upon arrival, ensuring the reception area remains tidy, presentable, and fully stocked with necessary materials. Operate a multi-line phone system to answer, screen, and route incoming calls, and manage the general office email inbox to provide accurate information to callers and visitors. Manage and update office calendars and coordinate conference room bookings.
• Monitor and maintain office and kitchen supply inventory by conducting weekly stock checks, anticipating needs, and placing orders with approved vendors to ensure a constant and cost-effective supply of essential materials.
• Manage the intake, tracking, and distribution of documents requiring the signature of the University President, ensuring all materials are complete, correctly flagged, and routed while maintaining strict confidentiality. Maintain a real-time signature log to track status and location of all signature items to ensure timely routing and completion.
• Perform daily morning opening procedures, including unlocking main entrances, turning on all lights, and preparing morning coffee service to ensure a professional, welcoming environment for arriving guests and immediate meeting readiness.
• Organize and maintain both physical and digital filing systems by categorizing documents, archiving records, and performing regular audits to ensure all files are accurate, up-to-date, and easily retrievable for staff.
• Maintain and update internal and external contact lists. Distribute updated organizational directories to appropriate recipients on a regular basis. Manage the phone system directory, including adding new lines, updating extension names, and programming special holiday or non-business hour greetings.
• Initiate and coordinate requests for facilities, IT, office equipment, such as copier and related work orders. Serve as the primary liaison between staff and facilities and IT teams to ensure all office-related issues are reported and addressed promptly. Monitor and track the progress of all open work orders and maintenance activities.
• Maintain comprehensive logs of all office furniture and equipment to ensure accurate asset tracking. Manage surplus logs for furniture and equipment that are no longer in active use. Coordinate the removal of broken equipment, ensuring surplus property procedures are followed.
• Prepare or help prepare travel authorizations in the system. Gather itemized receipts (e.g., lodging folios, airfare, rental cars) and prepare travel expense reports in the system.
• Performs essential duties in any emergencies such as hurricanes, public health emergencies, and/or any other University emergency closing. The employee is expected to be available to report to work as needed during University emergency closing with appropriate notification of a department administrator.
• Responsible for scanning and uploading required supporting documentation for departmental credit card transactions.
• Coordinates and processes office related purchases, including office supplies, IT requisitions, services, internal expenses and gifts to donors and other operational needs, by initiating, tracking, and reconciling orders within the organization's financial system; ensures compliance with procurement policies, proper approvals, budget availability, and accurate record-keeping.
• Maintains an accurate and up-to-date log of office subscriptions with costs and renewal dates coordinates timely renewals and cancellations as needed, ensuring continuity of services.
• Coordinates catering and food arrangements for internal meetings and events, including placing orders, confirming delivery details, and ensuring services align with meeting needs, budget guidelines, and organizational policies.
• Provides general administrative support to office staff, completing document preparation, copying, scanning, filing, and data entry spreadsheet tasks as assigned by team members to support daily office operations.
• Assists staff and management with general office requests, materials, event support, and other duties as assigned to ensure efficient operations.
• Handles logistical support tasks, including delivering and retrieving documents or supplies from internal departments or external locations as assigned.
• Provides document and clerical support, including assembling materials, organizing and labeling files, processing incoming and outgoing mail, and delivering documents as needed.

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.

• Administrative

• $43,000 - $47,500

Begin time: 8:30 AM

End time: 5:00 PM

• Criminal Background Check

• Ability to work flexible hours as needed.

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.

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.

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.