Coordinator Administrative Services - Division of Academic Affairs

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

Creates and maintains faculty job openings / postings in the Talent Acquisition Manager for academic units and maintains effective communications with the department HR liaison.

• Creates and maintains faculty job openings / postings in the Talent Acquisition Manager for academic units and maintains effective communications with the department HR liaison. Coordinating posting information, applicant status changes, initiation of applicant communications and ensures the completion of search and screen requirements. Assists in the resolution of process and systematic issues and / or inquiries received from department representatives, employees and / or applicants
• Conducts sign-on meetings and ensures completion of I-9 and other required paperwork for payroll processing. Maintains the confidential nature of all employees' and applicants' privileged information used or observed in the course of performing job duties.
• Facilitates faculty on-boarding process; Including creating and processing Job offer and manage hire process. Initiates pre-employment process for adjunct faculty and notifies department of results.
• Maintains and updates the Faculty Recruitment Spreadsheet to ensure accurate tracking of recruitment activities, applicant status, and hiring progress across academic units.
• Supports New Faculty Orientation by staffing the recruitment table, providing guidance on hiring processes, and serving as a point of contact for faculty-related HR inquiries.
• Initiates emails to new faculty with background checks details using established templates.
• Reviews and approves adjunct faculty contracts ensuring accuracy, compliance with institutional guidelines, and timely processing for payroll and onboarding.
• Processes and approves adjunct faculty job offers in coordination with academic units, ensuring alignment with approved compensation and hiring protocols.
• Provides backup support for the creation of faculty and adjunct job postings, ensuring consistency with institutional standards and timely entry into the Talent Acquisition Manager.
• Performs essential duties in any emergencies such as hurricanes, storms, and / or any other university emergency closing. The employee is expected to be available to report to work as needed during university emergency closing with appropriate notification of a department administrator.

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.

Desired Qualifications

Experience working in higher education institutions and / or with academic affairs.

Job Category

Administrative

Advertised Salary

$40,000 - $46,000

Work Schedule

Pre-Employment Requirements

Criminal Background Check

Other Information

Ability to work flexible hours as needed.

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.