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Florida International University · 3 weeks ago

Coordinator Administrative Services - Division of Academic Affairs

Miami, FL

Full-time

Onsite

Entry Level

$40K/yr - $46K/yr

2+ years exp

Florida International University is a Top 50, preeminent public research university located in Miami. The Coordinator of Administrative Services will create and maintain faculty job postings, facilitate the onboarding process, and support recruitment activities within the Division of Academic Affairs.

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Diversity & Inclusion

Responsibilities

Creates and maintains faculty job openings/postings in the Talent Acquisition Manager for academic units and maintains effective communications with the department HR liaison

Coordinating posting information, applicant status changes, initiation of applicant communications and ensures the completion of search and screen requirements

Assists in the resolution of process and systematic issues and/or inquiries received from department representatives, employees and/or applicants

Conducts sign-on meetings and ensures completion of I-9 and other required paperwork for payroll processing

Maintains the confidential nature of all employees' and applicants' privileged information used or observed in the course of performing job duties

Facilitates faculty on-boarding process; Including creating and processing Job offer and manage hire process

Initiates pre-employment process for adjunct faculty and notifies department of results

Maintains and updates the Faculty Recruitment Spreadsheet to ensure accurate tracking of recruitment activities, applicant status, and hiring progress across academic units

Supports New Faculty Orientation by staffing the recruitment table, providing guidance on hiring processes, and serving as a point of contact for faculty-related HR inquiries

Initiates emails to new faculty with background checks details using established templates

Reviews and approves adjunct faculty contracts ensuring accuracy, compliance with institutional guidelines, and timely processing for payroll and onboarding

Processes and approves adjunct faculty job offers in coordination with academic units, ensuring alignment with approved compensation and hiring protocols

Provides backup support for the creation of faculty and adjunct job postings, ensuring consistency with institutional standards and timely entry into the Talent Acquisition Manager

Performs essential duties in 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 emergency closing with appropriate notification of a department administrator