Senior Coordinator Administrative Services – Office of the Controller

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

Strong customer service and communication skills, including the ability to interact professionally with employees, leadership, central administrative units, vendors, and university constituents. Demonstrated ability to work with all levels of management. Strong working knowledge of Microsoft Office Suite, with emphasis on Excel, Outlook, PowerPoint, and SharePoint. Ability to manage multiple concurrent assignments, deadlines, and transactions with strong organizational skills and follow-through.
Ability to work independently, exercise initiative, prioritize competing deadlines, and follow through on assignments with minimal supervision.

• Coordinates the day-to-day administrative and operational functions of the Office of the Controller, including responding to routine inquiries, providing front desk support as needed, providing customer service support, submitting and following up on work orders, and coordinating office needs.
• Assists with the annual preparation, ongoing maintenance, tracking, and variance analysis of the Office of the Controller’s operational budget. Provides budgetary and administrative support utilizing financial reporting tools and spreadsheet-based tracking to ensure accurate monitoring of departmental expenses, commitments, and available balances.
• Serves as the department’s point of contact for processing travel requests and expense reimbursements. Ensures travel and expense transactions are completed in accordance with university policies, procedures, and guidelines, and maintains organized records to support timely processing and follow-up.
• Serves as a point of contact for ordering and receiving commodities, goods, and services. Ensures departmental purchases and university credit card transactions are processed in compliance with established policies, procedures, and documentation requirements, and resolves discrepancies as needed.
• Provides administrative support for personnel-related matters for full-time employees, student assistants, federal work study students, and temporary employees. Duties include assisting with position descriptions, coordinating recruitment and interview scheduling, managing onboarding and offboarding processes, maintaining new employee and termination checklists, supporting employee acclimation, and serving as a liaison with central Human Resources.
• Assists with the coordination of meetings and calendars for the Controller and the Office of the Controller leadership team, including scheduling direct report meetings, leadership meetings, and meetings with university constituents.
• Coordinates records management activities for the Office of the Controller, including assisting with the Records Disposition Document process, working with subject matter experts to identify records that have met retention requirements, and ensuring records are processed for destruction in accordance with the State of Florida General Records Schedule and university procedures.
• Assists with the planning, coordination, and execution of Office of the Controller staff meetings, employee events, trainings, and department-wide activities, including logistics, communications, materials, attendance tracking, and on-site coordination support.
• Prepares professional communication materials including PowerPoint presentations, reports, forms, informational signage, and related internal documents.
• Serves as a liaison with the university community and the various departments within the Office of the Controller, as needed. Serves as a backup to the Associate Director of Administrative Operations, as assigned.
• Assists with special projects as assigned.

Minimum Qualifications

Bachelor’s degree and three (3) years of office or related experience providing administrative support, or coordinating functions of an office or department; OR seven (7) years of office or related experience; OR an equivalent combination of relevant education and/or experience.

Desired Qualifications

• Strong customer service and communication skills, including the ability to interact professionally with employees, leadership, central administrative units, vendors, and university constituents. Demonstrated ability to work with all levels of management.
• Strong working knowledge of Microsoft Office Suite, with emphasis on Excel, Outlook, PowerPoint, and SharePoint.
• Ability to manage multiple concurrent assignments, deadlines, and transactions with strong organizational skills and follow-through.
• Ability to work independently, exercise initiative, prioritize competing deadlines, and follow through on assignments with minimal supervision.

Job Category

• Administrative

Advertised Salary
$55,000 – $63,500
Work Schedule

Begin time: 8:30 AM

End time: 5:00 PM

Working Condition(s)

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

Pre-Employment Requirements

• Driver’s License Check
• Expanded Background Check

Other Information

• Ability to work flexible hours as needed.

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 [email protected].

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 [email protected]. 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.