Florida International University - Board of Trustees is hiring: Executive Assist
Florida International University - Board of Trustees, Miami, FL, United States
Job Summary
Primarily serves as the assistant to the Dean of Libraries, provides a wide range of administrative level support. Serves as secondary HR liaison for the unit.
Provides administrative assistance to the Dean of Libraries by serving as a liaison with other University departments, maintaining the calendar, scheduling meetings, and making travel arrangements for the Dean.
Maintains daily operations of the administrative office by assisting in overseeing temporary office staff, supervising the administration of research carrels, serving as backup for departmental purchases, and organizing and maintaining general office files. Provides general guidance to all support staff.
Serves as liaison to the Building Operations Manager by resolving issues that do not warrant the attention of the Library Administration and making recommendations for solutions and/or taking independent action where appropriate. Exercises judgment and independent initiative in bringing information to the attention of the Dean of Libraries and Senior Director of Administrative Services.
Serves as Libraries secondary HR liaison by managing the temporary student jobs and answering any questions regarding the onboarding process of Federal Work Student and temporary student workers. Works closely with HLs Administrative Specialist to ensure that the Libraries office operations follow university policy and provision standards.
Assists Search & Screen Chairs and Hiring Officials by coordinating, scheduling and maintaining records for search and screen committees. Manages travel for any incoming finalists as needed.
Uses departmental credit card in performance of duties. Serves as primary purchaser for any Dean of Libraries related expenditures. Serves as backup for Administration Office.
Serves as Panther180 liaison for the unit. Sends out calls for faculty applying for promotion. Schedules promotion workshops, meetings, and communications with external reviewers. Sets up the annual evaluations in the system and assists faculty with questions. Sends reminders and opens the system for out‑of‑schedule submissions. Troubleshoots with Academic Affairs as needed.
Performs essential duties in any emergencies such as hurricanes, public health emergencies, 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; 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.
Job Category
Administrative
Advertised Salary
$50,000-$55,000
Work Schedule
Begin time: 8:30 AM
End time: 5:00 PM
Pre‑Employment Requirements
Expanded Background Check
Notice of Non‑Discrimination
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 decisions, programs, and events without
regard to race, color, religion, sex, age, national origin, disability, or protected veteran status.
For inquiries regarding non‑discrimination, contact FIU's Office of Civil Rights at 305.348.2785 or email ocr@fiu.edu.
Reasonable Accommodation Statement
Should you need an ADA accommodation to participate in a University event, program, or
activity or need to request materials in an accessible format, please contact FIU's Office of
Civil Rights (OCR) at 305‑348‑2785 or accommodations@fiu.edu. All requests for ADA
accommodation or accessible materials for this event must be submitted to OCR at least
seven (7) business days prior to the event or at the earliest possible opportunity.
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.
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).
#J-18808-Ljbffr
Primarily serves as the assistant to the Dean of Libraries, provides a wide range of administrative level support. Serves as secondary HR liaison for the unit.
Provides administrative assistance to the Dean of Libraries by serving as a liaison with other University departments, maintaining the calendar, scheduling meetings, and making travel arrangements for the Dean.
Maintains daily operations of the administrative office by assisting in overseeing temporary office staff, supervising the administration of research carrels, serving as backup for departmental purchases, and organizing and maintaining general office files. Provides general guidance to all support staff.
Serves as liaison to the Building Operations Manager by resolving issues that do not warrant the attention of the Library Administration and making recommendations for solutions and/or taking independent action where appropriate. Exercises judgment and independent initiative in bringing information to the attention of the Dean of Libraries and Senior Director of Administrative Services.
Serves as Libraries secondary HR liaison by managing the temporary student jobs and answering any questions regarding the onboarding process of Federal Work Student and temporary student workers. Works closely with HLs Administrative Specialist to ensure that the Libraries office operations follow university policy and provision standards.
Assists Search & Screen Chairs and Hiring Officials by coordinating, scheduling and maintaining records for search and screen committees. Manages travel for any incoming finalists as needed.
Uses departmental credit card in performance of duties. Serves as primary purchaser for any Dean of Libraries related expenditures. Serves as backup for Administration Office.
Serves as Panther180 liaison for the unit. Sends out calls for faculty applying for promotion. Schedules promotion workshops, meetings, and communications with external reviewers. Sets up the annual evaluations in the system and assists faculty with questions. Sends reminders and opens the system for out‑of‑schedule submissions. Troubleshoots with Academic Affairs as needed.
Performs essential duties in any emergencies such as hurricanes, public health emergencies, 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; 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.
Job Category
Administrative
Advertised Salary
$50,000-$55,000
Work Schedule
Begin time: 8:30 AM
End time: 5:00 PM
Pre‑Employment Requirements
Expanded Background Check
Notice of Non‑Discrimination
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 decisions, programs, and events without
regard to race, color, religion, sex, age, national origin, disability, or protected veteran status.
For inquiries regarding non‑discrimination, contact FIU's Office of Civil Rights at 305.348.2785 or email ocr@fiu.edu.
Reasonable Accommodation Statement
Should you need an ADA accommodation to participate in a University event, program, or
activity or need to request materials in an accessible format, please contact FIU's Office of
Civil Rights (OCR) at 305‑348‑2785 or accommodations@fiu.edu. All requests for ADA
accommodation or accessible materials for this event must be submitted to OCR at least
seven (7) business days prior to the event or at the earliest possible opportunity.
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.
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).
#J-18808-Ljbffr