Administrative Specialist

Apply for Job Job Opening ID 533733
Location Modesto A. Maidique Campus
Full/Part Time Full-Time
Review Date 11/14/2024
Regular/Temporary Regular
Job ID 533733
Location Modesto A. Maidique Campus
Full/Part Time Full-Time
Regular/Temporary Regular
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About FIU

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.

Job Summary

Provides administrative support to the operations of the Advanced Materials Engineering Research Institute (AMERI), under the director of the Center's Director. Works closely with the AMERI Director to carry out duties related to education, outreach, and research tasks. Assists the Director in the implementation of activities associated with research and projects. Ensures that all operations align with institutional, regulatory, and safety standards, while also fostering external partnerships to support collaborative projects.

• Coordinates the day-to-day activities and operations of the Advanced Material Engineering Research Institute (AMERI). Oversee all aspects of the AMERI user registration process, ensuring compliance with safety certification requirements.
• Serves as the University's credit card user for departmental transactions. Adheres to the University's credit card policies and procedures. Maintains record of requisitions, and credit card transactions in the format established by the College's Finance Team (CEC Finance). Provides transaction details as needed for account reconciliation, budgeting, and reporting purposes.
• Performs other related duties as assigned or directed. The omission of specific duties does not preclude the supervisor from assigning duties that are logically related to the position.
• Develop, manage, and update standard operating procedures (SOPs) to meet institutional and regulatory guidelines.
• Assists the AMERI Director and students for procurement of supplies and other necessities for projects and project budget-related issues.
• Assists the Director in facilitating the training and development of graduate assistants, providing mentorship, instruction on laboratory procedures, and guidance on safety and compliance protocols.
• Works closely with other University areas (Dean's office, Office of Research, etc.) to ensure that all essential documents are within the appropriate files and joint activities are executed according to the planned schedules.
• Assists the AMERI Director in generating reports of project activities according to the sponsor's expectations for AMERI.
• Manages all aspects of AMERI events. Follows event protocol and policies. Makes all necessary arrangements (time, space, food order, agenda, printing material, logistics for travel, hotels, transportation.) for luncheons, meetings, seminars, conferences, Distinguished Lecture Series, award ceremonies, or other special events.
• Works closely with the AMERI Director in recruiting research participants and administers intake and follow-up assessments
• Coordinates travel for faculty, staff, and students, associated with the Center. Prepares and processes all travel authorizations, and expense reports, for faculty, staff, and students through the University's financial system.
• Manage procurement orders, including vendor negotiations and ensuring materials and equipment meet program requirements and safety standards.
• Provides routine follow-up on meetings and events to ensure confirmation of times, locations, participation, and pending activities. Develops and distributes departmental minutes (AMERI) of team meetings.
• Maintains confidential files and retrieves documents, records, and reports. Performs general clerical duties, including opening, sorting, distributing incoming correspondence and delivering orders.
• Maintain accurate records for all users, ensuring timely certification renewals and monitoring compliance with safety standards.
• Serve as the primary point of contact for audit requests, ensuring thorough communication and documentation related to AMERI operations, safety compliance, and financial transactions.
• Act as the primary contact for external collaborators, drafting and negotiating service agreements aligned with AMERI's goals.
• Serve as the key liaison between AMERI and external partners, ensuring compliance with safety regulations and operational goals.

Minimum Qualifications

High school diploma or GED and six (6) years of office or related experience coordinating functions of an office or department.

Job Category

Administrative

Advertised Salary

$37,000 - $45,000

Work Schedule

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

Work Schedule

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

Pre-Employment Requirements

Criminal Background Check

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.

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.