Program Coordinator 534514

Florida International University is classified by Carnegie as a R1: Doctoral Universities - Highest Research Activity and recognized as a Carnegie engaged university. It is a public research university with colleges and schools that offers 196 bachelor’s, master’s and doctoral programs in fields such as engineering, computer science, international relations, architecture, law and medicine. As one of South Florida’s anchor institutions, FIU contributes almost $9 billion each year to the local economy. FIU is Worlds Ahead in finding solutions to the most challenging problems of our time. FIU emphasizes research as a major component of its mission. FIU has awarded more than 220,000 degrees and enrolls more than 54,000 students in two campuses and three centers including FIU Downtown on Brickell, FIU@I-75, and the Miami Beach Urban Studios. FIU’s Medina Aquarius Program houses the Aquarius Reef Base, a unique underwater research facility in the Florida Keys. FIU also supports artistic and cultural engagement through its three museums: Patricia & Phillip Frost Art Museum, the Wolfsonian-FIU, and the Jewish Museum of Florida-FIU. FIU is a member of Conference USA and more than 400 student-athletes participating in 18 sports. For more information about FIU, visit http://www.fiu.edu/.

Program Coordinator– 534514

Job Summary:

The Housing Conference Coordinator will work directly with the Assistant Director of Housing to coordinate all aspects of the summer conference and intern programming for all campus partners within the University or external communities. The coordinator will be responsible for the operational requirements of those events such as client communications, invoicing, collections, strategic planning, and logistics. Serves as the Housing liaison between the University and conference participants, specifically in the areas of customer service and communication. The Housing Conference Coordinator will also be closely working with our Housing Operations staff on daily tasks, supervising and training the student employees and implementing customer service enhancements.

• Administers Summer conferences for FIU Housing. This includes providing conference quotes, invoices, and collections. Oversees the administration and negotiation of all conference agreements and contracts including collecting all documents required by the university general counsel to bring conference and interns to campus
• Manages the conference email communications including but not limited to responding to client inquiries, communicating requirements to appropriate staff and coordinating with custodial and maintenance to ensure that the residents rooms are up to University standards.
• Coordinates with the Assistant Director, manages the strategic planning, problem solving and operational meetings to grow and maintain the summer conference and internship program. Tracks conference revenue and growth.
• Provides training for Housing front desk operations that includes but not limited to: answering telephones, routing calls as appropriate, greeting visitors to the office, and providing routine information regarding on-campus housing. May provide back-up support to the area as needed. Refers visitors to other University offices as needed.
• Creates updates and reviews publications (traditional print media and online). Pursues and responds to inquiries for potential summer conference clients
• Oversees the recruitment process for all conference assistants, housing ambassadors, and the conference intern
• Manages the person of interest forms for all outside guests staying in the resident halls. Coordinates with the OneCard office and other University partners to monitor and ensure that all services purchased by the guests are on their profiles. (ie. Meal plans, gym memberships)
• Oversees the benchmarking for housing and conferences data and develops reports to assist with the data analysis for the department for the Assistant and Associate Director of Housing.
• Manages all conference quotes, invoices, and collections. Oversees the administration and negotiation of all conference agreements and contracts including collecting all documents required by the university general counsel to bring conferences and interns to campus.
• Coordinates with other University partners and staffs university community recruitment events to support the overall university missions, such as Open House and Admitted Student Day. Manages weekend check-ins for conferences and interns.
• Works with EMS system to keep track of all reservation requests and ensure the safety and security of the guests that attend. Serves as the housing liaison to individuals who reserved housing spaces.
• Schedules conference participants. Creates registration links for all temporary housing guests including visiting professors, staff new hires, and pre and post season student housing
• Assists the Assistant Director of Housing with customer service initiatives in the Housing Office. This would include training/supervision of Housing Ambassadors, Conference assistants, and the conference intern in implementing service enhancements. Oversees and creates the housing operations call center talking points, scripts, and procedures to meet University service excellence expectations.
• Serves as a University card user for departmental transactions. Adheres to University credit card policies and procedures. Handles check transactions as needed.

Minimum Qualifications: Bachelor's degree and two (2) years of office or related experience.

Desired Qualifications:

• Experience working in higher education or in hospitality.
• Proficiency with content/customer management systems.
• Master's degree in a related field.
• Previous customer service experience.

Salary: 40,000-45,000

Work Schedule:

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

Pre-Employment Requirements:

• Driver's License Check
• Fingerprinting Check
• Research Expanded Background Check

Other Information:         

• Ability to work evenings and weekends.
• Ability to work flexible hours as needed.
• May be required to work on University holidays.
• Shift may vary according to departmental needs.
• May be required to be On-Call as needed by the University.
• Ability to travel locally

For further information or to apply, please visit careers.fiu.edu and reference Job Opening ID #. 534514

Florida Statute 1010.35 - Screening Foreign Researchers

Pursuant to Florida law, any citizen of a foreign county who is not a permanent resident of the U.S., or who is a citizen or permanent resident but is affiliated with or has had at least 1 year of employment or training in China, Russia, Iran, North Korea, Cuba, Venezuela, or Syria is subject to additional screening. Applicants meeting those criteria will be required to provide the following information in the application: every institution of higher education attended; all previous employment since the applicant’s 18th birthday; list of all published material, current and pending research funding from any source, including details about the research, your role, funding source, and amount; list and description of any non-university professional activities; any affiliation with an institution or program in a foreign country; a complete copy of your passport; the most recently submitted DS-160 (Online Nonimmigrant Visa Application).

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.