Senior Coordinator Administrative Compliance

Senior Coordinator Administrative Compliance Florida International University - 4.3 Miami, FL Job Details $50,000 - $57,750 a year 15 hours ago Qualifications Research 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 direct administrative and operational support to the University Compliance Officer. Provides administrative support to the University Compliance Officer in effectively carrying out the University Compliance Program. Provides support in the maintenance of the Policies and Procedures Library/Web Page for the University. Assists the University Compliance Officer in coordinating the activities of Work Groups that are brought together to address compliance initiatives on behalf of the University and in disseminating information to the University community regarding initiatives. Provides project management support by assisting with the planning and implementation of Compliance assessments and other projects including developing project plans and timelines, coordinating project staff, providing direction and support to project teams and monitoring and reporting on progress of the project to project team and key stakeholders. Takes minutes, organizes and classifies incoming policies, as well as maintains a tracking mechanism and updates the University policies. Assists in the revision process of policies and procedures to ensure that they conform to approved form and assists in the posting of policies and procedures to the University's Policies and Procedures Library. Assists in the planning and coordination of education and training sessions offered through the University Compliance Office to the University community by ensuring that all details for these training sessions are addressed such as ordering supplies to create training materials, assisting in the preparation of presentations, reserving the rooms and any necessary audiovisual equipment, ordering food or snacks for the attendees, etc. Organizes and coordinates special events and functions designed to promote awareness of the University Compliance Program within the University. Provides billing oversight for the Compliance Office that includes processing invoices, maintaining and auditing accounts and financial reports to monitor and track budgets, expenditures and forecast. Reviews and approves credit card expenses for the Compliance Officer. Assists in tracking office expenses and reconciling those expenses with incoming bank statements, orders office supplies, subscriptions and other office operational items. Researches and presents findings and recommendations on purchasing of office equipment, laptops, copiers, shredders and other large ticket office products. Designs, develops and conducts special studies in the assigned areas of compliance related issues. Reviews documents for accuracy. Monitors completion and follow up, including items referred to others. Provides administrative support to the department that includes staffing the front desk and greeting guests as needed. Distributes mail and faxes as needed. Answers the main phone line and provides assistance and information to callers. Provides other office support as needed. Handles travel arrangements, prepares Travel Authorization (TAs) and expense reimbursements for the staff in the University Compliance Office. Serves as the primary contact on any matter directed to the Compliance Officer by University and community constituents. Researches and prioritizes incoming issues and determines appropriate course of action, referral, and/or response. Assists in writing, editing, marketing, and publishing University Compliance Office materials. Oversees the management of the Compliance Officer's calendar, analyze appointment requests and determine the most efficient use of his/her time. Provides training/conducts presentations including the University Compliance presentation for the New Employment Orientation. Performs data entry and other office functions including maintaining records, logs and files. Processes accounting transactions that may include reconciliations, requisitions, purchase orders, and receiving. Serves as the University Credit Card user for departmental transactions. Adhere to University rules, regulations, and procedures. Coordinates the purchasing of supplies and materials as needed. Maintains inventory of the office supplies and equipment. Serves as a HR liaison for the office. Conducts Visual Compliance searches and otherwise facilitates export control issues and inquiries. Manages the compliance email account. Performs other related duties as assigned or as directed. The omission of specific duties does not preclude the supervisor from assigning duties that are logically related to the position. Minimum Qualifications Bachelor's degree and three (3) years of office or related experience providing administrative support, or coordinating functions of an office or department; OR seven (7) years of office or related experience; OR an equivalent combination of relevant education and/or experience. Desired Qualifications Experience working in a law firm, or an in-house legal or compliance department with exposure to varied areas of law and regulatory compliance practice applicable to institutions of higher education. Experience working in Higher Education. Job Category Administrative Advertised Salary $50,000 - $57,750 Work Schedule Begin time: 8:30 AM End time: 5:00 PM Pre-Employment Requirements Expanded Background Check 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 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. 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.