Office Specialist

Office Specialist – Florida International University

Join to apply for the Office Specialist role at Florida International University

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.

• Provides front office support for the CASE Advising Centers at MMC, with responsibilities extending across both advising locations as needed.
• Assists the Director and Office Manager with administrative tasks.
• Schedules appointments for students with advisors and advising administrators, assists with answering calls on the call center, orders office supplies, organizes meetings, and guides students and faculty to the appropriate personnel in CASE, when necessary.
• Proactively greets students and visitors to advising centers and works independently using initiative to address day‑to‑day students' problems and requests.
• Serves as contact between students and the college via telephone and in person, providing basic information regarding programs.
• Provides administrative support to the Directors and maintains calendar for the Professional Advisors via appointment management system and Outlook by scheduling appointments, meetings and events.
• Responds in writing to department email inquiries in a timely manner.
• Manages scheduling for ZEB Advising Center Conference Room.
• Receives student forms and coordinates approval as appropriate, returns forms to students and/or uploads forms to Panthersoft.
• Helps maintain Emergency Contact List for department.
• Schedules, coordinates, and prepares materials for interviews for searches to fill vacant positions.
• Helps to schedule advising team meetings and activities and secures rooms.
• Informs Directors and Office Manager of complex situations and conflicts involving the functions of the office.
• Assists with onboarding of new staff by ordering business cards, nametags, granting access to doors, and setting up phone lines.
• Assists with call and outreach campaigns to students.
• Prepares agendas and materials for meetings and special events, such as orientation, open houses, and recruitment events.
• Monitors workflow processes and suggests and implements improvements.

High school diploma or GED and four (4) years 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.

Staff

$32,150‑$35,000

Begin time: 8:30 AM
End time: 5:00 PM

Criminal Background Check

• Provide an active/valid e‑mail account for communication.
• Attach electronic copies of your resume, cover letter or other documents (combine cover letter and resume into one attachment in Word or PDF).
• Complete the online application with work history and educational details, even when attaching a resume.
• This posting will close at 12:00 am of the close date.

• Log into Employee Self Service (ESS) to apply.
• Track applicant status in "My Applications".
• Attach electronic copies of your résumé, cover letter or other documents (combine into one attachment in Word or PDF).
• This posting will close at 12:00 am of the close date.

• Veterans with a VA service‑connected disability
• Spouses of veterans with permanent and total…