Academic Records Officer I

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.

Assists with the coordination and maintenance of the University schedule of classes for all campuses and sites. This includes the scheduling of the classroom assignments, communication to students, faculty and staff concerning changes to the class or assigned classroom. Responsible for training staff and other colleagues on classroom reservation system. Assists with bundle testing for PantherSoft and 25 Live. Supervises the temporary and work study employees. Manages office operations when the Sr. Coordinator Academic Support Services is out.

• Coordinates the maintenance of the University Schedule of Classes in PantherSoft and 25Live scheduling software. Reviews, enters and updates all information for the classes such as: change of day and time, change of instructor, change of grade, and cancellations. Maintains documentation on processes and procedures and cross-trains others.
• Maintains classroom inventory in 25Live and PantherSoft. Ensures both systems are properly updated and in synch. Works with 25Live Security Liaison to ensure 25Live Users have proper access to spaces available for reservations through the Online 25Live reservation request system. Works with FAMIS liaison to ensure OCM room records are consistent with the records in FAMIS.
• Trains departmental schedulers in PeopleSoft class scheduling and 25Live.
• Produces reports from 25Live as needed and analyzes the information to assist the Director of Planning and Institutional Research, the Vice Provost and the Academic Units with class scheduling. Uses the information maintained in Series25 software and PantherSoft to identify trends and problem areas and make recommendations to the Sr Coordinator Academic Support Services s for possible changes in procedure, policy or inventory that will assist the University meet its classroom scheduling needs and goals.
• Responds to the Class Management emails by the next business day of receipt.
• Assists with the relocation of classrooms in emergencies. Manages the operation of the office when the Sr Coordinator Academic Support Services is unavailable. Manage staffing issues, resolve reported room conflicts or other problems with excellent customer service response. Report all problems (and resolutions as appropriate) to the Sr Coordinator Academic Support Services.
• Corrects class/classroom/instructor information for the Board of Governors files.
• Coordinates and completes bundle testing in PantherSoft and 25Live on a timely and accurate basis.
• Responsible for the mass zero enrolled course cancellation.
• Supervises OPS and Work Study employees in the Office of Class Management. Responsible for the appropriate training of all OPS and workstudy staff members. Training includes customer service, telephone etiquette, email etiquette, helpful and timely response to requests, correctly modify class schedule in PantherSoft in response to OCM Help Desk tickets, correct and timely confirmations for reservation requests in 25Live following University and Office of Class Management policy.
• Researches and resolves classroom conflicts (courses and special room requests) in coordination with the Academic Units.
• Adjusts the scheduled courses to resolve issues regarding homeless courses in coordination with appropriate unit.
• Analyzes the class data entered by the departmental scheduler to ensure the accuracy of the information and to ensure that University policies are being met.
• Manages the communications, both through email and the message board to ensure that the Academic Units, instructors and students are informed of all changes to the course and/or assigned classroom.
• Assists in maintaining the OCM website. Acts as backup to ensure the website is always maintained with up-to-date information for the University community. Assists with processing requests of Schedule Modification and Reservation from BBC, as necessary.
• Schedules University non-instructional events using general classrooms. Assures that the events scheduled in general purpose classrooms meet the University criteria.
• Processes special room requests by properly analyzing and prioritizing requests in context of the general classroom needs of all University academic departments. Requests are submitted by schedulers into PantherSoft and the OCM HelpDesk. Responsible for documenting and prioritizing all requests according to OCM policy and delegating appropriately all follow up to special requests.
• Performs other related duties as assigned or directed. The omission of specific duties does not preclude the supervisor from assigning duties that are logically related to the position.

• Knowledge and/or experience with PeopleSoft.
• Knowledge of FIU courses and programs/degrees.
• Experience working in a office environment.

Administrative

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.

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.