Coordinator of Administrative Services

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.

• Serves as team liaison between Central Advancement and other agencies departments, and vendors to manage project-oriented activities. Ensures appropriate coordination of resources in support of program direction and development and provides support for implementation of programmatic functions and/or events, as needed. 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.
• 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.
• 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.
• Assists in effective management and coordination of all programmatic meetings, events, vendor relations and management. Assists with logistics such as scheduling, pre-event preparation and post-event evaluation and debrief. Collaborates with Central AdministrationTeam in securing appropriate resources in support of program development and direction. Liaises with Central Advancement Teams to ensure appropriate coverage of events and/or donors.
• Facilitates initiation of data requests, reporting and metric-driven requests for Constituent Development. 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. Works with Research & Prospect Management on research and data points/needs. Works with Advancement IT to create and/or implement new queries and reports. Generate regular and ad-hoc reporting requirements and requests in Advancement databases (Raisers Edge, Tableau, etc).
• Ensures adherence to budget as related to meetings and events and provides guidance to development staff on all budget inquiries. Determines the resources (time, money, equipment, etc.) required to complete the projects associated with the program. Determines the objectives and measures upon which the programming will be evaluated at its completion. Develops a detailed work plan which identifies and sequences the activities needed to successfully complete the projects. Maintains financial oversight over budget items related to assigned programs.
• Resolves problems that have significant impact on the overall goals of the development department. Establishes and maintains interpersonal contacts, which result in mutually beneficial working relationships. Handles matters that require a broad range of problem-solving skills.
• Assists with coordination of resources in support of program direction and development. Provides additional support for event and program functions, as needed, such as scheduling, logistics, and concession.
• Composes and prepares correspondence, reports, forms, and assists with compiling other written materials and presentations. Consolidates and reconciles records based on donor relationship.

Bachelor's degree and two (2) years of office or related experience providing administrative support, or coordinating functions of an office or department; OR six (6) years of office or related experience; OR an equivalent combination of relevant education and/or experience.

Experience in a fundraising environment or with university development a plus.

Administrative

Begin time: 8:30 AM

End time: 5:30 PM

Expanded Background Check

Must attend meetings off campus and occasionally attend functions on weekends and evening

Ability to work flexible hours as needed.

Ability to work occasional evenings, weekends and at locations outside of the University

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.

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.

Notice of Non-Discrimination

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 decisions, programs, and events without regard to race, color, religion, sex, age, national origin, disability, or protected veteran status. For inquiries regarding non-discrimination, contact FIU's Office of Civil Rights at 305.348.2785 or email ocr@fiu.edu.

Reasonable Accommodation Statement

Should you need an ADA accommodation to participate in a University event, program, or activity or need to request materials in an accessible format, please contact FIU's Office of Civil Rights (OCR) at 305-348-2785 or accommodations@fiu.edu. All requests for ADA accommodation or accessible materials for this event must be submitted to OCR at least seven (7) business days prior to the event or at the earliest possible opportunity.