Office Specialist

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.

Handles all procedures related to work requests submitted by customers through phone, email, on-line, radio walk-ins or any other means. Inputs requested work orders and assigns to the corresponding department. Dispatches facilities personnel from the various units by radio in emergency situations or as needed. Monitors the various grid displays of the various campuses and reports any problems to respective supervisors and dispatches appropriate personnel. Uses exceptional customer service and problem-solving skills.

• Process daily facilities request by creating work orders. Handle all the procedures related to work orders by phone IPCC (IP Control Center), email, online, radio, and walk-ins. Obtain clear and accurate assessment of work orders and input the data in the Maximo CMMS (a Computerized Maintenance Management System). Route work orders to the correct Facilities unit. Work order requests may be on an as-needed basis to accomplish set-up, maintenance repairs, new installations, routine maintenance, etc. Incumbent is expected to use exceptional customer service skills during all interactions over the phone, in person, and during written correspondence. Ensure customer expectations and needs are met. Provide customers assistance and feedback on work progress.
• Answer all incoming calls promptly. Handle customers requests in a timely manner. Provide solution to customer inquiries. Follow-up to assure customer satisfaction. Handle inter-departmental queries to resolve situations that requires multiple department involvement. Work with multiple parties (supervisors, technicians, etc.) to assure smooth and accurate results. Responsible for coordinating work request within department to ensure customers request is fully met.
• Uses radio to dispatch emergencies calls reported by the university community. Provide support and assistance to visitors, FIU Police, Facilities staff, and Environmental Health and Safety department. Uses best judgement to prioritize urgent calls and dispatching work assignments to Facilities personnel. Monitor the various grid display in the Work Management area and report any issues to the appropriate Facilities Management unit.
• Adheres to university's policies and department procedures.
• Perform essential duties during any emergency 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 closings with appropriate notification by the department administrator.

High school diploma or GED and four (4) years office or related experience providing administrative support, or coordinating functions of an office or department; OR an equivalent combination of relevant education and/or experience.

• Experience in a customer call center.
• Proficient in Microsoft Office (Word, Excel).
• Customer service experience

Staff

Begin time: 8:30 AM
End time: 5:00 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 contractors legal duty to furnish information.

FIU is an equal opportunity provider and does not discriminate on the basis of race, color, sex, sexual orientation, gender identity, pregnancy, religion, age, disability, national origin, marital status, and veteran status in its programs and activities. For inquiries regarding nondiscrimination contact FIUs Title IX Coordinator and Director of the Office of Civil Rights Compliance and Accessibility at 305.348.2785 or email ocrca@fiu.edu.