Senior Executive Assistant - SIPA Dean's Office

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.

Manages the day to day operations of the Office of the Dean of the Steven J. Green School of International and Public Affairs. Responsible for managing the schedules, correspondence and activities of the Dean, Associate Deans and Senior Director. Performs duties independently and deals with materials that are
highly sensitive and confidential in nature.

• Reviews incoming and outgoing correspondence. Prioritizes items that require the Dean's immediate attention.
• Manages and reconciles departmental expenses including travel and other expenses using University credit card. Assures compliance and adherence to University credit card policies and procedures. Submits requisitions and receives goods or services against purchase orders; creates travel authorizations, expense reports, through the University's financial system. May process contracts in accordance with University purchasing guidelines.
• Serves as the primary point of contact on any matter directed to the Dean by University and community constituencies. Researches and prioritizes incoming issues and determines appropriate course of action, referral, and/or response.
• Provides recommendations and apprises the Dean of any operational procedures changes related to areas of responsibility.
• Provides direct confidential assistance to the Dean on highly sensitive administrative matters.
• Coordinates calendar for the Dean and schedules meetings and conferences. Provides logistical support for all meetings and conferences. Manages the Dean's designated conference room reservations for meetings, events and workshops.
• Manage Deans teaching loads using online systems, including revisions of course materials, maintain clear line of communication and initiates student correspondence. Sends out communication and announcements.
• Develops operational procedures to ensure the efficient functioning of the Green School Dean's Office.
• Coordinates public relations and promotional endeavors directly related to the Dean, working with appropriate University departments and external constituencies.
• Has signature authority for accounts in the Green School Dean's Office. Organizes and manages all Dean's Office staff meetings, chairs meetings, directors meetings, and Green School Advisory Board meetings and activities.
• Works with Provost & President's Office on matters pertaining to the Green School in support of the dean's executive team.
• Uses independent judgment in expediting the Dean's correspondence, initiating and following through for rapid response on time sensitive items. Maintains and updates the emergency plan using FIU Ready online to ensure the continued critical functions of the Green School. Updates and maintains contact information for the administrative office staff, Chairs and Directors of the School.
• Serves as spokesperson at internal and external functions, as requested by the Dean. Serves as the primary support for the Dean of the Green School and the primary backup support for the Associate Deans and Senior Director.
• Collaborates with the leadership of the Dean's Office and units that report to the dean and coordinates relationships with external entities (e.g., Dean's Advisory Board).
• Composes correspondence and other documents, as appropriate, on behalf of the Dean.
• Examines correspondence submitted for the Dean's signature to ensure accuracy and completeness.
• Interprets university administrative and/or fiscal policies and procedures. Provides recommendations on procedures for the office to improve on.
• Retrieves and addresses email as appropriate. Schedules class related appointments with Dean, submits book orders, class materials and requests desk copies from publishers.
• Briefs the Dean on upcoming events, activities and issues under consideration. Monitors deadlines and ensures compliance with them.

Bachelor's degree and four (4) years of office or related experience providing administrative support, or coordinating functions of an office or department; OR eight (8) 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.

Administrative

Begin time: 8:30 AM

End time: 5:00 PM

• Required to spend 50% or more of time operating a computer

• Expanded Background Check

• Ability to work flexible hours as needed.

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.

*This posting will close at 12:00 am of the close date.

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.

*This posting will close at 12:00 am of the close date.

Clery Notice

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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.

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.