Office Associate

at  Florida International University

Provides administrative support for College of Arts, Sciences & Education programs and departments on the Biscayne Bay Campus (BBC) to support students, faculty and staff. Serves as point of contact for Travel Authorization Requests (TARs) and Marine Science building related tasks and programs.

• Under the direction of the Office Manager, provides clerical and administrative support for the College of Arts, Science, and Education (CASE) programs and departments at the Biscayne Bay Campus (BBC).
• Serves as the point of contact for the processing and payment of TARs and Reimbursement forms for CASE personnel on BBC. Routes research and grant related TARs to the appropriate individuals. Reconcile credit card statements and report discrepancies.
• Assists Administration in coordinating special events, including RSVPs, catering, etc.
• Assists in faculty allocations and moves by processing work orders. Provides guidance on access requests, phone lines, office furniture, computer hookups, etc. according to office policy. Assists the Office Manager and the Marine Science building manager with the submission of work orders.
• Answers, screens, and directs incoming calls to appropriate department members, while also providing general information regarding programs, classes, instructors, etc., and directing visitors to the appropriate individual or area within the department/college/university.
• Assists the Office Manager in managing calendars for conference
• rooms, shared offices/spaces. Provides assistance in the operation of conference room media for faculty and staff.
• Serves as the first point of contact to students/faculty/staff/visitors.
• Assists students with the advising process and proctors exams.
• Acts as liaison between department and other areas of the university, i.e. Admission, Registration & Records, Financial Aid, etc.
• Assists in the absence of other office support staff and is responsible for the daily opening and closing of the offices.
• Monitors and orders office supplies, classroom materials and equipment in a timely fashion. Serves as the University’s credit card user for departmental transactions. Adheres to University’s credit card policies and procedures.

MINIMUM QUALIFICATIONS

High school diploma or GED and two (2) years of office or related experience; OR an equivalent combination of relevant education and/or experience.

DESIRED QUALIFICATIONS

Flexibility to move between office locations including but not limited to the Academic One Building and Marine Science Building.

PRE-EMPLOYMENT REQUIREMENTS

Expanded Background Check

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.

• Under the direction of the Office Manager, provides clerical and administrative support for the College of Arts, Science, and Education (CASE) programs and departments at the Biscayne Bay Campus (BBC).
• Serves as the point of contact for the processing and payment of TARs and Reimbursement forms for CASE personnel on BBC. Routes research and grant related TARs to the appropriate individuals. Reconcile credit card statements and report discrepancies.
• Assists Administration in coordinating special events, including RSVPs, catering, etc.
• Assists in faculty allocations and moves by processing work orders. Provides guidance on access requests, phone lines, office furniture, computer hookups, etc. according to office policy. Assists the Office Manager and the Marine Science building manager with the submission of work orders.
• Answers, screens, and directs incoming calls to appropriate department members, while also providing general information regarding programs, classes, instructors, etc., and directing visitors to the appropriate individual or area within the department/college/university.
• Assists the Office Manager in managing calendars for conference
• rooms, shared offices/spaces. Provides assistance in the operation of conference room media for faculty and staff.
• Serves as the first point of contact to students/faculty/staff/visitors.
• Assists students with the advising process and proctors exams.
• Acts as liaison between department and other areas of the university, i.e. Admission, Registration & Records, Financial Aid, etc.
• Assists in the absence of other office support staff and is responsible for the daily opening and closing of the offices.
• Monitors and orders office supplies, classroom materials and equipment in a timely fashion. Serves as the University’s credit card user for departmental transactions. Adheres to University’s credit card policies and procedures