Executive Assistant - Parking and Transportation

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 and coordinates work processes, administrative functions for AVP, and policies in the day-to-day operations of the areas of responsibility. Makes high-level independent decisions regarding operational, financial and human resource activities.

• Oversee the contract execution process, ensuring timely and accurate completion of all contractual obligations and adherence to company policies and legal requirements
• Manage all onboarding, human resources policies and procedures. Acts as the Unit Human Resources Manager for the department. Reviews, edits and approves human resource transactions on behalf of the unit. Interprets and implements policies and procedures for all areas of responsibility by the AVP.
• Serves as a liaison for the AVP for the Office of the President, Special Events and other University departments and the public community. Maintains confidentiality of all matters.
• Collaborates with the AVP in creating, implementing, and enforcing new procedures for all areas. Creates and maintains updated assignments and plans for execution for all areas.
• Compose and draft a variety of correspondence, including emails, memos, letters, and reports, as directed by the AVP.
• Generate attendance reports for all staff and create reports to identify attendance patterns and trends to assist in decision-making and strategic planning for management.
• 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.
• Assists the AVP with all HR matters including assistance in scheduling interviews, coordinates onboarding process and separation of employment. Works closely with AVP for all HR recruitment and compensation matters. Assists in position description development and posting.
• Represents the AVP and organization through various forms of communication such as meetings, and telephone contacts engaging with wide range of stakeholders, including
• administrators, faculty, staff and students.
• Monitor budgets for administrative functions, making strategic decisions to optimize resource allocation.
• Provide comprehensive administrative support to AVP, including managing a complex calendar, coordinating meetings and travel, preparing correspondence and reports, and ensuring efficient day-to-day operations.
• Oversees employee training and tracking to ensure efficient day-to-day operations. Schedules, monitors and maintains records of all staff meetings. Assists the AVP in managing the financial data and information for the unit.
• Collaborates with the AVP with strategic planning and tracks the disposition operational plans. Assists AVP in maintaining record of work performed to ensure efficient operations. Assists AVP to ensure work completed is consistent with departmental needs.
• Review and analysis of productivity reports. Proposes changes and recommendations accordingly. Assists the AVP in performance, functionality and processes of all areas.

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.

Supervisory Experience

Administrative

• Begin time: 8:30 AM
• End time: 5:00 PM

• Criminal Background Check
• Driver's License Check

• Ability to work flexible hours as needed.
• Shift may vary according to departmental needs.
• Travel to FIU Campus

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.

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.

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 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.