Program Specialist - College of Engineering and Computing

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.

The Program Specialist provides comprehensive administrative and operational support to the Chair of the Department of Electrical and Computer Engineering. This position plays a key role in ensuring the efficient day-to-day functioning of the department, assisting faculty and staff with academic and administrative processes, and coordinating daily office activities. The Program Specialist provides direct secretarial and
administrative support to the Department Chair, faculty, and staff as needed.

• Provides direct confidential assistance to the Department Chair on sensitive matters. Maintains records for the Department, including documents/information necessary for ABET and SACS accreditation, student records, etc. Assists the Department with accreditation assessment preparation. Provides secretarial and administrative support to the Chair and Department leadership, as needed. Coordinates departmental operations, including office management, event planning, and communication efforts.
• Maintains office supply inventory and processes requisitions, TARs, travel reimbursements, and expense reports.
• Provide support in compiling, validating, and analyzing reporting data for accuracy and insights.
• Assists with property control functions, including inventory coordination, property control forms, and key distribution logs.
• Supports the Program Manager with semester course scheduling, classroom requests, and faculty credentialing submissions.
• Serves as backup to the Program Manager, providing support with adjunct, overload, student, RA, and TA contracts.
• Assists in coordinating departmental and college-wide events such as the Senior Design Expo, in collaboration with the School Events Liaison.
• Assists in preparing departmental and annual reports; interprets and applies university policies and procedures.
• 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.
• Submits credentialing requests for teaching faculty before assigning courses.
• Prepares outgoing mail. Receives and reviews correspondence and requests. Determines matters requiring the immediate attention of the Chair and submits them to the Program Manager for review.
• Answers telephone calls and responds to email inquiries, or takes messages/routes questions to the appropriate person. Responds to information requests with the highest level of confidentiality.
• Assists in maintaining the Chair calendar and schedule, meetings, and events. Provides logistical support for all meetings and events, including travel arrangements for visitors. Records and distributes minutes of meetings. Receives requests and reserves conference rooms for the department using the University's room reservation system.
• Serves as the University credit card user and approver for departmental transactions. Adheres to the University's credit card policies and procedures while maintaining record of requisitions and providing details on transactions as needed for account reconciliation, budgeting and reporting purposes.

High school diploma or GED and six (6) years of office or related experience coordinating functions of an office or department.

Staff

• Begin time: 8:30 AM
• End time: 5:00 PM

Expanded Background Check

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.

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.

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 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 without regard to race, color, religion, sex, age, national origin, disability, or protected veteran status. For inquiries regarding nondiscrimination, contact FIU's Office of Civil Rights Compliance and Accessibility at 305.348.2785 or email ocrca@fiu.edu.