Office Specialist

Florida International University; Miami (FL); On-site; USD 33,000 - 36,000; Full time

Job summary

Florida International University in Miami seeks an administrative support specialist to assist day-to-day departmental operations and coordinate admissions for Certificate, Specialist, Master’s and Doctoral programs in Teaching and Learning (TL).

You will enforce deadlines, maintain graduate records, support graduate program directors, assist with GA/TA orientations, support recruitment events, and provide guidance to students on policies, timelines, and graduation requirements.

Qualifications

• High school diploma or GED with 4 years of related administrative experience.
• Equivalent combination of education and/or experience.
• Ability to effectively interact with others.
• Effective verbal and written communication.

Responsibilities

• Assists in the day to day administrative operations of the department. Provides administrative support in managing and coordinating all admissions pertaining to Certificates, Specialist, Masters and Doctoral degrees
• Establishes and enforces deadlines pertaining to the M and D-forms (Thesis and Dissertation)
• Provide support for addressing student issues (Panther Degree Audits (PDA), Transfer memos, change of degrees, etc.)
• Coordinate and enforce deadlines and serve as a proctor to students pertaining to the Comprehensive Exams
• Maintain Graduate Assistant (GA/TA) databases and assist in the conduct of GA/TA orientations and evaluations. Maintain student file system and electronic database
• Attends and assist with commencement as SEHD representative on commencement day.
• Reviews and Process Graduation Certifications/Review degree audits for accuracy.
• Coordinate and compile data for the nomination memo for the Fellowship Applications. Coordinate the scheduling of the thesis and dissertation defenses
• Attend Recruitment events and Graduate Fairs, and assist with administration of recruitment related efforts
• Assist in compiling data for U.S. News World Report and other venues. Compile data and prepares report for university administrators
• Provide clerical and administrative assistance to the Graduate Program Director.
• Advise students and faculty on university and college policies, deadlines, and procedures
• Assist GPD with Accreditation Reporting such as data compilation
• Attend to and process student travel requests (TARs, ERs, etc.)
• Update student records and milestones toward graduation

Skills

Administrative support

Office coordination

Communication skills

Education

High school diploma or GED

Job description

About FIU

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

Assists in the day to day administrative operations of the department. Provides support in managing and coordinating all admissions pertaining to Certificates, Specialist, Masters and Doctoral degrees for Teaching and Learning (TL). Establishes and enforces deadlines and provides assistance to the graduate program director.

• Assists in the day to day administrative operations of the department. Provides administrative support in managing and coordinating all admissions pertaining to Certificates, Specialist, Masters and Doctoral degrees
• Establishes and enforces deadlines pertaining to the M and D-forms (Thesis and Dissertation)
• Provide support for addressing student issues (Panther Degree Audits (PDA), Transfer memos, change of degrees, etc.)
• Initiate Petitions for Student Exemptions to Graduate Policies.
• Coordinate and enforce deadlines and serve as a proctor to students pertaining to the Comprehensive Exams
• Maintain Graduate Assistant (GA/TA) databases and assist in the conduct of GA/TA orientations and evaluations. Maintain student file system and electronic database
• Attends and assist with commencement as SEHD representative on commencement day.
• Reviews and Process Graduation Certifications/Review degree audits for accuracy.
• Coordinate and compile data for the nomination memo for the Fellowship Applications. Coordinate the scheduling of the thesis and dissertation defenses
• Attend Recruitment events and Graduate Fairs, and assist with administration of recruitment related efforts
• Assist in compiling data for U.S. News World Report and other venues. Compile data and prepares report for university administrators
• Provide clerical and administrative assistance to the Graduate Program Director.
• Advise students and faculty on university and college policies, deadlines, and procedures
• Assist GPD with Accreditation Reporting such as data compilation
• Attend to and process student travel requests (TARs, ERs, etc.)
• Update student records and milestones toward graduation

Minimum Qualifications

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.

Desired Qualifications

• Ability to effectively interact with others.
• Effective communication skills (verbal & written).

Job Category

• Staff

Advertised Salary

$33,000 - $36,000

Work Schedule

Begin time: 8:30 AM

End time: 5:00 PM

Pre-Employment Requirements

• Criminal Background Check

Other Information

• Ability to work flexible hours as needed.

How To Claim Vet Preference

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/.

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 Affliation 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, protected veteran status, and any other legally protected basis. For inquiries regarding nondiscrimination, contact FIU's Office of Title IX and EEO Compliance (TITLEIX) at 305.348.2785 or email [e-mail].

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 the Office of Universal Access and Digital Compliance at 305-348-1576 or [e-mail]. All requests for ADA accommodation or accessible materials for this event must be submitted to UADC at least seven (7) business days prior to the event or at the earliest possible opportunity.