Executive Assistant

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.

Responsible for the management or coordination of administrative function(s) for Assistant Vice President and corresponding areas and/or academic units with fundraising responsibilities. Manages multiple calendars and scheduling as deemed needed by AVP. Has decision making authority, judgement and independence to recommend new approaches and protocols that affect assigned areas. Works in collaboration with Administrative Support team to provide high level operational support to Development leadership team.

• Supports and monitors data integrity for the documentation and reporting of active prospect and donor engagement. Collaborates with Research & Prospect Management & Advancement-IT departments to coordinate, request and process all pertinent research requests, data sets, metric reports, etc. for use in day-to-day operations and/or specific donor-related matters. Facilitates processing including, but not limited to running of operational and ad-hoc reporting needs and periodic updates for supervisor. Makes recommendations for further streamlining or consolidation of reports.
• Coordinates all non-fundraising and administrative aspects of Planned Giving Newsletter and website communications. Facilitates vetting of planned giving information and marketing materials. Works with Planned Giving professional and Development leadership to review and approve proposed materials, timing, segmentation, etc. Partners with third-party vendor to solidify plans for distribution. Requests funding from Finance and ensures permits are fully funded.
• Provides consistent support to senior development leadership and periodic support to unit development professionals. Ensures that priorities and corresponding tasks are completed successfully. Coordinates administrative support for strategic and operational initiatives.
• Coordinates logistics and other planning aspects for events with Foundation impact, such as SOBE, annual strategic planning sessions, and related retreats. Workswith the Assistant Director to identify appropriate locations, catering needs, materials development and distribution, agenda development, etc. Collaborates with other development/advancement team members in securing appropriate resources in support of program development and direction. Facilitates fluid communication for reminders and event information. Communicates status and progress updates to ensure all are well informed.
• Works alongside Assistant Director in implementation of special projects, initiatives, and large community-based events. Originates and recommends new concepts, ideas, and approaches to a more effective and efficient way of working. Solicits feedback and implements changes, as assigned by Assistant Director. Exercises independent judgment when making decisions about administrative matters.
• Reviews, communicates and responds to specific incoming telephone calls, messages, correspondence and data requests. Uses initiative and judgment to address to determine items requiring further intervention and/or addresses matters requiring immediate attention. Utilizes discretion and maintains confidentiality in the receipt and handling of information and manages deliverables through collaboration or delegation of work.
• Drafts, monitors and prioritizes correspondence, memoranda, forms, and reports using appropriate word processing and spreadsheet tools. Established and maintains interpersonal contacts, which results in mutually beneficial working relationships. Handles matters that requires a broad range of problem solving activities.
• Assists with coordination of resources in support of program direction and development. Provides additional support for event and program functions, as needed. Provides additional support for event and program functions, as needed, such as scheduling, logistics, and concession.
• Interacts with various university administrators, staff, and constituent groups. Proactively seeks answers to inquiries and provides information as needed to university staff, faculty, students and other constituent groups. Serves as team liaison to manage project-oriented activities including coordination, implementation, and evaluation. Assists with coordination of resources in support of program direction and development. Provides additional support for event and program functions, as needed.
• Serves as backup for the management of overall Development Budget and Procurement as needed or requested. Discusses budgetary expenses and any related concerns with responsible parties and assists in resolving of issues that may arise. Manages processing of all vicinity expenses and reimbursements for respective areas including collection of receipts and additional information and making Budget Tracker entries to ensure timely processing.
• Oversees management of calendar by analyzing requests for meetings, event appearances, and conference attendance, by screening and determining alignment with priorities and most efficient use of time. Coordinates and schedules major development, promotional, and public relations activities for the colleges/units and coordinates their involves in major University events. Briefs the assistant director and executive team on upcoming events, activities, and issues under consideration. Conducts relevant background research and collects information to prepare briefing reports for all upcoming events and travel.
• May handle donated funds in the form of checks, stocks and other negotiable securities. Responsible for ensuring compliance with University & State of Florida statutes, guidelines and policies and procedures associated with budget and procurement. Handles sensitive and/or confidential information. Prepares all documentation for processing of Deposit Transmittal and Foundation invoices.
• Serves as a Procard User for departmental transactions. Assures adherence to University credit card policies and procedures.
• Serves as Commodity Card approver and reconciles online credit card payments for assigned cardholders.
  

Administrative

$58,882 - $60,000

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.

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.