Program Coordinator - Moss School of Construction

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.

Coordinates and administers the operations and financial activities associated with the Moss School of Construction, including graduate and undergraduate programs, and related projects, services and utilities. Demonstrates broad decision-making authority, judgment, and independence, and originates new concepts
or approaches.

• Coordinates and administers the operations and financial activities associated with the Moss School of Construction, including graduate and undergraduate programs, and related projects, services and utilities.
• Coordinates all matters related to the Schools operating budget and expenditures. Oversees all account reconciliations, Foundation reimbursements, and deposits. Advises the Schools leadership on budgetary needs or discrepancies. Prepares periodic expense and activity reports on the School's progress. Serves as the Fiscal Liaison for the school.
• Performs administrative duties supporting instruction/training, including matters such as coordination for accreditation visits.
• Prepares requisitions, TARs, travel reimbursement, and expense reports.
• Acts as a liaison between the School and the Dean's office to support the execution of the construction and/or maintenance projects. Prepares minor project requests, work orders and requisitions as needed to complete the projects. Follows up on expected deliverables through the process until the project is completed.
• Provides assistance to faculty members and students in the School and interacts with the public, students, faculty from FIU, other universities, industry, and community leaders.
• Exercises good judgment in dealing with confidential student and faculty/staff data so as not to violate any state or federal law or policy.
• Serves as the proxy approver for the School Director on Human Resources-related transactions. Assists with the logistics associated with hiring and terminating new employees for the School. Supervises temporary personnel.
• Assists the School Director with the generating of various reports. Prepares or assists with the preparation of agendas, presentations, reports, memos, letters, and announcements. Reviews, composes, and responds to mail, email requests, and other correspondence as appropriate on behalf of the School Director. Determines matters requiring the immediate attention of the School Director and submits to the School Director for review. Answers telephone calls, emails inquiries, and responds to them or takes messages to route to the appropriate person. Respond to information requests with the highest level of confidentiality.
• Provides administrative assistance to the School Director. Maintains the School Director's calendar and schedule, meetings and events.
• Creates purchase requisitions in PeopleSoft, tracks purchase orders and enters receipt confirmation for payment to vendors to be processed.
• Serves as the University credit card user for departmental transactions. Adheres to university credit card policies and procedures. Maintains record of requisitions and credit card transactions. Provides details on transactions as needed for account reconciliation and reporting purposes.
• Provides logistical support for all meetings and events including traveling arrangements for visitors. Records and distributes minutes of meetings. Receives requests and reserves conference rooms for the School using the University's room reservation system.
• Coordinates enrollment activities and ensures accurate placement of students in the course sections. Assists with the coordination and implementation of graduate program activities such as orientation, student forums and meetings.
• Works closely with the School Director in preparing and submitting contracts. Provides information to the Dean's Office Human Resources team for the preparation of adjuncts, overloads, student, RA and TA contracts.
• Serves as the first point of contact for the School; answers and responds to phone, email, and in-person inquiries politely and professionally; assists graduate students, postdoctoral fellows, summer interns, faculty, colleagues, and visitors who contact or visit the office; communicates program and/or institute policies.
• Serves as Public Notary for the School. Assist Faculty, Staff and Students with notary needs, as needed.
• Performs other related duties as assigned or as directed. The omission of specific duties does not preclude the supervisor from assigning duties that are logically related to the position.

Bachelor's degree and two (2) years of office or related experience.

Proficient in the use of Microsoft Office Suite (Excel, Word, PowerPoint).

Administrative

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

• Fingerprinting Check
• Expanded Background Check

• Ability to work flexible hours as needed.
• Travel to FIU Campus
• Ability to travel locally

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.

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.