Administrative Assistant

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 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.

Under general supervision, provides administrative assistance to the Director of the School of Social Work. Manages daily activities including responding to requests and inquiries. Resolves moderately complex administrative problems, independently or with others. Makes independent decisions regarding planning, organizing, and scheduling work. Performs work that requires knowledge of administrative/office management practices.

• Provides administrative support to the Director of the School of Social Work and provides coverage for reception area while providing highest level of customer service. Assist Director with MSW Capstones: set up room, coordinate scheduling field instructors, coordinate submission of student materials, write letters and assessment rubric feedback for students. Answers incoming calls to the School and greets all students and visitors at reception area.
  
  Create, implement and manage fully digitized Capstone Presentation assessment rubric with automation of reports for Director and letters for students.
• Provides administrative support with PhD program and report requests, including but not limited to, accreditation, program reviews, and special reports. Tracks Graduate Assistantships, PhD Dissertation forms, PhD student annual evaluations, scholarships, etc. Assist PhD Coordinator with creating reports including annual evaluations of PhD students. Assist in overseeing the recruitment, colloquium budgets, and coordinating the colloquium programs including schedules for the program.
• Collaborates with the Senior Account Manager in coordinating the website headshots, assist in developing digital newsletter for the School of Social Work annually and coordinates the multimedia promotional videos and flyers for student recruitment.
• Assists Office Coordinator with coordinating travel arrangements including expense reports, creating Travel Authorization Request (TARs) for all staff in accordance with FIU policies and procedures for director approval. Set up the logistical needs for guest speakers and field instructors, and help with school activities, including setup and cleanup. Assist with PhD-related activities, such make lodging and transportation arrangements for guests and speakers as necessary.
  
  Create and implement fully digitized E-Portfolio presentations. Coordinate all aspects of MSW Capstone Panel Presentations including faculty, students and field instructors.
• Assists the Search and Screen Chair with all the faculty candidate logistics. Implement additional improvements to create a welcome atmosphere for all of the school's successes, student accolades and more. Maintain the greeting area for students and guests and the common space for faculty and staff.
• Assists Office Coordinator with requisitions, purchase orders, and other purchasing documents. Cover office needs when office coordinator is away; make copies, assist with mailings. Serves as backup to other administrative staff within the department.
• Serves as the University's credit card user for departmental transactions. Adheres to University's credit card policies and procedures.

High school diploma or GED and four (4) years of office or related experience providing administrative support, or coordinating…