Office Coordinator

Florida International University is a top public university that drives real talent and innovation in Miami and globally. Very high research (R1) activity and high social mobility come together at FIU to uplift and accelerate learner success in a global city by focusing in the areas of environment, health, innovation, and justice. Today, FIU has two campuses and multiple centers. FIU serves a diverse student body of more than 56,000 and 290,000 Panther alumni. U.S. News and World Report places dozens of FIU programs among the best in the nation, including international business at No. 2. Washington Monthly Magazine ranks FIU among the top 20 public universities contributing to the public good.

Oversees all office functions and work processes, Handles complex situations and resolves customer in inquiry. Independently plans, organizes, and schedules work. Demonstrates the professionalism needed to handle sensitive and confidential matters.

• Manages all procedures, correspondence, and documents related to work requests by phone IP Control Center (IPCC), e-mail, fax, on-line registered users, radio, and walk-ins from internal and external customer. Obtain clear and accurate assessment of request and input data into Maximo software by creating recorded work orders. Work order requests may be on an as-needed basis to accomplish set-ups, maintenance, repairs, cleaning, estimates, etc. Is expected to use exceptional customer service skills in order to ensure customer expectations are met.
• Carries out smooth and efficient operations of the office. Assists other agents with work order issuance and provide feedback when needed to deliver accurate information to shops. Oversees filling systems and monitors efficiency. Processes and manages the completion of all Pest Control work orders and maintain spreadsheet for record. Monitors workflow processes, suggest and implement improvements. Creates and updates manual and procedural guidelines.
• Serves as radio dispatcher deciding and establishing priority communications with Facility personnel on campus. Dispatches correct staff member for emergencies reported by university community, visitors, Public Safety office, Project Managers, Facilities staff, and the office of Environmental Health and Safety. Monitors the various grid displays in the Work Management area and report any issues to the appropriate unit and personnel.
• Answers incoming calls promptly, courteously handle customer requests in a timely manner. Deescalates conversations and provide solutions to customer inquiries and makes follow up commitments to assure customer satisfaction. Follow-up and resolve a wide variety of complex situations and conflicts as it relates to work orders. Handles inter-departmental queries and work together to assure smooth and accurate result. Processes orders. Coordinates with other departments to assure customer commitments are met and customers are satisfied.
• In the absence of the Coordinator of Physical Plant, respond to all work order requests from high-profile visitors and sensitive area within the University. In the absence of the Coordinator of Physical Plant, provide back-up support to facilitate the moves of university personnel from one location to another.
• Update and maintain work management calendar to determine technician availability for coverage with all shops within Facilities. Serve as the unit main contact for shop technicians to generate work orders, and act as a liaison to technicians.
• Communicate with contract vendors that are called by Work Management to perform services such as elevator repairs, pest control, and animal control.
• May be required to use state golf cart to complete assigned duties.
• Perform essential duties during any emergencies, such as hurricanes, storms and/or any other University emergency closing. The employee is expected to be available to report to work as needed during University closings with appropriate notification by department administrator.
• Assists training new staff. Participates in regular training sessions and team meetings to stay updated on university and department policies and procedures to improve customer service experience and comply with state regulations.

High school diploma or GED and six (6) years of office or related experience providing administrative support; OR an equivalent combination of relevant education and/or experience.

Staff

Begin time: 7:00 AM

End time: 3:30 PM

Operating University Vehicles (all types)

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

Criminal Background Check

Driver's License Check

• Ability to work flexible hours as needed.
• Shift may vary according to departmental needs.
• Ability to travel locally

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.

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/.

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 member of the State University System of Florida and an Equal Opportunity, Equal Access, Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.