Office Specialist

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.

Provides clerical support to the Mathematics and Statistics Department and coordinates a variety of office functions. Serves as primary point of contact for the Mathematics faculty. Provides a high level of customer service to customers and ensures inquiries are addressed and resolved. Organizes and maintains records for the department. Assists in course scheduling, room requests, and processes class permissions and overrides.

• Serves as primary point of contact for the Mathematics faculty. Assists in the day to day office operations of the department. Answers and screens incoming phone calls and routes to the appropriate person or area. Maintains office supplies and equipment inventory and orders as needed.
• Schedules complex appointments and meetings for the faculty and may schedule interviews for search process.
• Organizes and maintain records and filing systems for department that includes those that pertain to students, faculty, adjuncts and monitors efficiency. Primary note taker in departmental meetings
• Processes room requests for faculty, adjuncts, and learning assistants
• Coordinates Spring Mathematics Conference event as necessary (logistics, room reservations, catering, hotel and flight reservations for visiting instructors who will be attending and participating in the conference
• Creates, modifies, and keys-in the schedule for all Mathematics Courses for Spring, Summer, and Fall for Undergraduate and Graduate courses in Panthersoft. Assists and works with the Chair in properly assigning Mathematics Courses to Instructors for each semester. Monitors classes during Enrollment and Registration periods. Places classes on Stop Further Enrollment or Active when needed. Modifies capacities for courses when needed. Cancels classes and contacts students by email if their class has been cancelled. Serves as the back-up scheduler for Statistics. Provides students with permissions to enroll into a class if they have met the pre-requisites. Processes override requests.
• Generates semester reports and queries of all Mathematics courses to ensure accurate processing and record-keeping.
• Coordinates details for the Final Exams for Mathematics Courses with OCM and instructors
• Provides information to students via telephone or in person concerning program requirement, admissions, Registration, and course schedules.
• Maintains department's bulletin news and information.
• Files and maintains instructional packages.
• Composes and edits internal correspondence (letters, memos, etc) for faculty and assists with document preparation. Photocopies and collates more complex materials for faculty.
• Collects textbook Information and access codes from all Faculty and course coordinators and inputs the details into the Faculty-Enlight website for all semesters and completes them by the deadlines for all Mathematics Courses. Contacts Book Representatives from Pearson, Wiley, McGraw, Springer, etc. to request for desk copies for the Mathematics Instructors as needed. Maintains Inventory of all Mathematics Textbooks for instructors in the Department.
• Serves as the credit card users for the Office of both Mathematics and Statistics. Reconciles credit card Expenses on a monthly basis.
• Creates travel authorization requests and expense reports using PantherSoft Financials for the Faculty and job candidates.
• Assists in training other departmental staff as needed
• Handles confidential issues and information using discretion.

High school diploma or GED and four (4) years office or related experience providing administrative support, or coordinating functions of an office or department; OR an equivalent combination of relevant education and/or experience.

Staff

$31,200-$36,000

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

Criminal Background Check

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.

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.

Since 1945, the Florida Legislature has made a provision to give preference in the hiring process to United States war veterans in recognition of their military, naval, or air service who meet specific conditions. The conditions are as follows:

• Veterans with a VA service-connected disability
• Spouses of veterans with permanent and total service-connected disability
• Honorably discharged veterans with wartime service.
• Unmarried widow or widower of a veteran who died as a result of a service-connected disability
• A veteran who has served in a qualifying campaign or expedition for which a campaign badge has been authorized, to include the Global War on Terrorism Expeditionary Medal.

Florida International University honors this policy and will comply with Veterans' Preference guidelines when filling staff positions. Any applicant claiming Veterans' Preference will be required to attach a DD214 with each application submitted for verification.

If there are any questions concerning Veterans' Preference, please contact Talent Acquisition & Management by calling 305-348-2500.
For additional information on Veterans' Preference, visit http://www.floridavets.org/.

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.