Coordinator Administrative Services - Department of Modern Languages

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.

Under general direction, this position provides comprehensive administrative support to the Department of Modern Languages with a primary focus on undergraduate program coordination and departmental operations. Provides support for academic scheduling, student services, administrative processes, and department initiatives. Requires knowledge of business administration and office practices and procedures to perform moderately complex duties in supporting the operations of a department. Coordinates and manages special functions and activities. May supervise student assistants and as needed, evaluate the work of others, and is accountable for the unit's work.

• Assists the Undergraduate Program Director and the Chairperson with revising and updating the Undergraduate Catalog. Coordinates the collection of annual assessment material and maintains data in the system.
• Processes student documentation, including course add/drop requests, withdrawals, and petitions. Respond promptly to student inquiries via phone and email.
• Generates and maintains annual reports on key metrics, not limited to enrollment and course demands. Supports departmental reporting needs and assists department leadership with data tracking and analysis.
• Serves as a backup to the Office Manager in the Department of Modern Languages. Assists with the submission of adjuncts, overloads, and GA contracts as needed. Oversees department inventory of office supplies. and assist with ordering office supplies and relevant materials to ensure the office operates efficiently.
• Oversees department inventory of office supplies and assist with ordering office supplies and relevant materials to ensure the office operates efficiently.
• Works with the Department leadership to support course scheduling, classroom assignments, syllabus collections, and textbook adoption. Coordinates to ensure efficient scheduling and resource utilization. Keeps track and oversees reservations of Modern Language departmental spaces. Maintains consistent and open communication with the department chair and other administrative staff to align departmental goals and operations.
• Coordinates and processes Travel Authorization Requests (TARs) and expense reports for the Department Chair and Faculty in compliance with university and state policies. Adheres to university policy on TAR requirements.
• Schedules complex appointments, meetings, recruiting, marketing events, other department specific projects, and initiatives. Maintains calendars and may schedule interviews for the University Search and Screen process.
• Assists with major event logistics and special projects for the department. Develop and design promotional materials, including flyers, digital graphics, events invitations. Supports communication efforts with students, faculty, and staff through email, listserv, and digital platform. Coordinates the collection and dissemination of information related to events, programs, and academic activities.
• In collaboration with SIPA Communications team, maintains department website and social media pages and updates as needed.
• Coordinates and processes credentialing requests, including the preparations, review and timely submission of electronic credentialing request forms (eCRF) to ensure compliance with university policies and accreditations standards.
• Maintains and updates student file records. Assist in processing undergraduate student records. Assists students with change-of- major forms, adding-second-major or adding-minor forms.
• Interprets university and college administrative and fiscal policies and procedures. Interprets and provides recommendations on procedures for the department to improve administrative and fiscal operations for department programs and offices.
• Supports implementation of departmental procedures and operational workflows. Identifies opportunities to improve administrative processes efficiently.

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

• $40,000- $45,000

Begin time: 8:30 AM

End time: 5:00 PM

• Criminal Background Check

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

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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.