Office Specialist (Biological Sciences Graduate Program)

Office Specialist (Biological Sciences Graduate Program) Florida International University - 4.3 Miami, FL Job Details $33,000 - $35,000 a year 1 day ago Qualifications DocuSign Executive administrative support Mid-level High school diploma or GED PeopleSoft Clerical experience Productivity software 4 years Travel scheduling File organization Full Job Description About FIU 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. Job Summary Provides administrative and clerical support to the Graduate Program Director(s). Assists with managing a complex graduate program(s) for the Masters and PhD levels in the Department of Biological Sciences. Reviews the funding sources for TA and Graduate Assistant(s) placement. Assists the immediate supervisor in carrying out the day-to-day administrative, supervisory, administrative, and clerical tasks in the Department. Interprets University's policies and procedures . Responds to inquiries from prospective graduate students by sending information packets to students. Creates electronic folders with all materials submitted by applicants to the graduate program. Maintains a list applicants to the graduate program. Submits acceptance letters to admitted applicants to the graduate program. Answers questions related to the admission into the graduate program and status of applicants. Facilitates personnel matters relating to teaching assistants including answering questions, preparing forms, and resolving various problems independently and in conjunction with the Dean's Office - Arts, Sciences & Education. Secures travel information for proposed trips. Initiates or otherwise assures proper travel arrangements including airline reservations and tickets. Prepares all University required travel arrangements and requests. Serves as the University's Credit Card user for departmental transactions. Adheres to University's credit card policies and procedures. Maintains documents for the Graduate Students Program. Minimum Qualifications 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. Desired Qualifications Proficient in Microsoft Office Suite. Experience with DocuSign. Familiarity with PeopleSoft. Job Category Staff Advertised Salary $33,000 - $35,000 Work Schedule Begin time: 9:00 AM End time: 5:30 PM Pre-Employment Requirements Expanded Background Check How To Apply 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. How To Apply 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. How to Claim Vet Preference Since 1945, the Florida Legislature has made a provision to give preference in the hiring process to United States war veterans in recognition of their military, naval, or air service who meet specific conditions.

The conditions are as follows:

Veterans with a VA service-connected disability Spouses of veterans with permanent and total service-connected disability Honorably discharged veterans with wartime service. Unmarried widow or widower of a veteran who died as a result of a service-connected disability A veteran who has served in a qualifying campaign or expedition for which a campaign badge has been authorized, to include the Global War on Terrorism Expeditionary Medal. Florida International University honors this policy and will comply with Veterans' Preference guidelines when filling staff positions. Any applicant claiming Veterans' Preference will be required to attach a DD214 with each application submitted for verification. If there are any questions concerning Veterans' Preference, please contact Talent Acquisition & Management by calling 305-348-2500. For additional information on Veterans' Preference, visit http://www.floridavets.org/. Disclosures 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. 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 . 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 . 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.