Coordinator Administrative Services - College of Engineering and Computing

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

The Coordinator of Administrative Services supports the Director of Strategic Initiatives and Special Project by managing high-level administrative functions, coordinating strategic initiatives, and ensuring the accuracy and consistency of college-wide internal communications, reports, and materials. This role serves as a central resource for collecting, preparing and maintaining institutional data, maintaining policy and guideline documents, supporting visits from external partners, and assisting with the planning and

execution of strategic engagements. The coordinator works collaboratively with faculty, staff, and campus units to advance the college's goals and ensure seamless operations across projects and communications.

• Maintain college highlights, facts, rankings, achievements, and statistics for distribution, such as one-pagers, summaries, and presentations. Responsible for updating every semester.
• Track, and organize college highlights, data and metrics to ensure distribution materials and reports are up to date.
• Collect and compile data from FIU's Accountability Portal and multiple college units on enrollment, graduation rates, student success metrics, and other key indicators to support reports requested by the Dean.
• Prepare initial data sheets, documents, visual summaries, presentation, ranking slides, for review, providing input and ensuring materials are presentation ready.
• Support college rankings and strategic projects by maintaining submission timelines, collecting supporting data (U.S. News, ASEE, BOG, etc.), and preparing summary visuals or documents.
• Ensure current college policies are updated on the college website by submitting requests to the appropriate departments.
• Manage and coordinate the revision process the Standard Operations Manual (SOM) document by collecting input from various leads, maintaining document consistency, and preparing polished drafts for internal and leadership stakeholders.
• Coordinate high-impact, dean-led strategic engagements by managing logistics, drafting agendas and materials, confirming participant availability, arranging facilities and AV support, and preparing final briefing packets to ensure seamless execution of meetings, site visits, and industry-academia events.
• Conduct initial review and quality assurance of requested strategic materials, ensuring accuracy, consistency, and clarity in institutional references, naming conventions, and program details, while streamlining internal review and supporting alignment with the college's strategic plan and priority areas.
• Support listserv maintenance and verification for Dean's Office-managed groups (e.g., faculty, staff, students, alumni, chairs) in coordination with EIC to ensure accurate and up-to-date contact lists.
• Distribute college-wide internal communications from the Office of the Dean, including seminar and webinar announcements, research and student success initiatives, and program opportunities, ensuring clarity, consistency, and professional presentation.
• Manage the scheduling, distribution, and follow-up of Dean's Office communications, maintaining a detailed log to ensure timely delivery and tracking of outreach.
• Provide administrative support for the Dean's Leadership Council (DLC), including preparing agendas, taking meeting minutes, coordinating event logistics such as facilities and catering and tracking follow-up actions or commitments from DLC meetings.
• Manage SharePoint sites for Dean's Office, ensuring organized, up-to-date, and accessible resources for leadership and staff.
• Serves as the University credit card user for departmental transactions. Adheres to university credit card policies and procedures. Maintains record of requisitions and credit card transactions. Provides details of transactions as needed for account reconciliation and reporting purposes.
• 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 the position.

Minimum Qualifications

Bachelor's degree and two (2) years of office or related experience providing administrative support, or coordinating functions of an office or department.

Job Category

Administrative

Advertised Salary

$40,000 - $50,000

Work Schedule

Pre-Employment Requirements

Expanded Background Check

How To Apply

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.

How To Apply

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.

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 :

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 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 without regard to race, color, religion, sex, age, national origin, disability, or protected veteran status. For inquiries regarding nondiscrimination, contact FIU's Office of Civil Rights Compliance and Accessibility at 305.348.2785 or email ocrca@fiu.edu.