Office Coordinator

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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 Mac Arthur 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.

Manages front office activities, including the reception area, mail, personnel, and purchasing requests. Oversees office services and related functions to ensure smooth daily operations. Coordinates internal office moves and arrangements for meetings. This position also provides administrative support for case management processes, student communications, and overall office operations while ensuring compliance with the Family Educational Rights and Privacy Act (FERPA) and university policies.

• Manages the day-to-day operations of Residential Experience. Assists in coordinating the administrative functions among all of the residence hall area operations.
• Provides administrative support to Director, Assistant Directors, and Coordinators in the unit.
• Maintains office records, files, and databases related to personnel, student conduct records, and Residential Experience budgets.
• Manages auxiliary and concessions budget for the unit. Initiates requisitions, maintains records and reconciles purchasing activities within Panther Soft. Runs monthly reports for Director of Residential Experience. Assists in purchasing activities. Provides training and ongoing direction to the staff as it relates to the Residential Experience budget and purchasing roles.
• Assists staff in coordination of special events related to staff training and residential experience programs.
• Assists with managing the administration of staff recruitment processes for annual selection of student and professional staff, including processing travel and reimbursements.
• Prepares and distributes correspondence, memoranda, and other documents and reports.
• Schedules meetings and compiles necessary information for such meetings. Maintains calendars for staff.
• Prepares, processes, and maintains confidential correspondence and records related to housing policy violations in compliance with FERPA and university policies, and serves as a primary point of contact for students by responding to inquiries and facilitating connections with relevant offices or staff.
• Prepares and processes travel and reimbursement requests to ensure compliance with departmental and university policies.
• Communicates and collaborates regularly with other University offices, students, staff, prospective students, and guests to support departmental operations and services.
• 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 this position.
• Serves as the University's credit card user for departmental transactions. Adheres to University's compliance trainings, rules and regulations.

High school diploma or GED and six (6) years of office or related experience providing administrative support; OR an equivalent combination of relevant education and/or experience.

• Previous experience working in Higher Education.
• Customer service experience.
• Experience coordinating office logistics, such as scheduling complex meetings, managing calendars, and overseeing internal office moves.

Staff