Florida International University
Executive Assistant – Center for Children and Families – 533311
Job Summary:
Under minimal direction, this position provides a wide range of administrative level staff support, coordination, and liaison functions for the Center for Children and Families (CCF) Executive Director and Directors. Performs duties with considerable independence of action and deals with materials that are highly sensitive and confidential in nature.
Plans, schedules, coordinates and facilitates meetings/activities/events as directed, including preparing agendas, materials (including food) for meetings; composes emails, letters of support, recommendation letters, etc….
Provides clerical and administrative support to Center Leadership (including memberships, reimbursements, updating of CV as relevant, etc….)
Serves as payroll timekeeper or proxy for administrator as indicated
Exercises sound judgment in decision-making, including ability to anticipate, recognize, and resolve internal and/or constituent issues. Resolves a variety of complex situations and conflicts involving the functions of the office
Under the direction of the CCF Director of Program Administration, manages the logistics of the center’s Continuing Education Program, including gathering and organizing data, ensuring compliance with the various regulations relevant to the CE program, and assisting with completing required reports on the matter
Coordinates travel arrangements and expense reports as requested. Assist in organizing and executing conferences and speaker series.
Handles confidential HR and HIPAA related issues with good judgment
Ensures policies and procedures are being followed
Handles sensitive cardholder information and/or processes credit cards transactions for the department/unit
Interprets administrative and fiscal rules and policies and recommends new and improved programs to effectively manage administrative and fiscal administration.
Evaluates office functions and recommends/oversees changes as needed. Ensures that office operations are in compliance with policy provisions and standards.
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; OR six (6) years of 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.
Salary: $48,000 – $50,000
Work Schedule:
Begin time: 8:30 AM
End time: 5:00 PM
Pre-Employment Requirements:
Fingerprinting Check
Expanded Background Check
Other Information:
Ability to work flexible hours as needed.
Ability to travel locally
Florida Statute 1010.35 – Screening Foreign Researchers
Pursuant to Florida law, any citizen of a foreign county who is not a permanent resident of the U.S., or who is a citizen or permanent resident but is affiliated with or has had at least 1 year of employment or training in China, Russia, Iran, North Korea, Cuba, Venezuela, or Syria is subject to additional screening. Applicants meeting those criteria will be required to provide the following information in the application: every institution of higher education attended; all previous employment since the applicant’s 18th birthday; list of all published material, current and pending research funding from any source, including details about the research, your role, funding source, and amount; list and description of any non-university professional activities; any affiliation with an institution or program in a foreign country; a complete copy of your passport; the most recently submitted DS-160 (Online Nonimmigrant Visa Application).
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.
FIU is a member of the State University System of Florida and an Equal Opportunity, Equal Access Affirmative Action Employer all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.