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Florida International University · 6 hours ago

Coordinator Administrative Services

Miami, FL

Full-time

Onsite

Entry Level

$45K/yr - $50K/yr

2+ years exp

Florida International University is a Top 50 public research university located in Miami, offering a wide range of degree programs. The Coordinator of Administrative Services supports the FIU Foundation Board by providing high-touch board and operations assistance, coordinating logistics for meetings and events, and liaising with internal departments and vendors.

Financial ServicesIncubatorsManagement Consulting

Diversity & Inclusion

H1B Sponsor Likely

Responsibilities

Assists with scheduling for over 100 board meetings, campus visits, and/or conference/zoom calls with Board and committee members, donors, and university administrators with Foundation Board Relations Coordinator staff. Assists staff during travel meetings coordinating hotel room blocks and transportation manifests

Initiates and assists with the vendor process. Communicates with the Finance and Administration Department and vendor to review, request revisions and approve contract and FIU Foundation Addendum. Ensures invoices are submitted and payments are processed to meet fiscal year end deadlines

Assists with the logistics and execution of the Board of Directors (BOD) Spouse and Guest Program during the out-of-town annual destination BOD Meetings and Events. Coordinates the discovery of sites, activities, meals, and manages the meetings with multiple vendors; including transportation, museums, restaurants, and lodging to propose for the program

Oversees all Foundation Board attendance RSVP's and records using Qualtrics, Microsoft Office, and Raiser's Edge NXT. Analyzes and prepares attendance reports for meetings, events, historical records, and for fiscal year end reporting. Drafts post-meeting attendance letters for absentee Directors for leadership review, signature, and distribution

Coordinates the University Advancement staffing assignments, meetings, and training for annual board meetings and events. Completes Presidential Event Request Form for the office of the President when the President is to attend meeting or event

Collaborates with Foundation Board Relations staff to ensure annual budget reports are up to date with the latest expenses for all meetings and events, and to meet fiscal year end wrap up

Assists in the creation and filing of all forms sent to BOD using DocuSign. Manages the request, filing, and documentation for the BOD parking permits with FIU Parking and Transportation

Assists in the noticing and positing of all applicable BOD meetings and events on the FIU Foundation Calendar website, including but not limited to scheduled committee meetings, last minute meetings, and annual BOD meetings and events

Assists Assistant Director with the execution of the annual FIU Foundation BOD orientation and ongoing board development activities to build affinity and increase engagement. In addition, assist coordinating with Donor Relations and Stewardship (DRS) the annual plans for board member gifts and end of service gifts and recognition

Updates Assistant Director of Foundation Board Relations with periodic briefing updates on progress of all upcoming meetings, events, and any administrative briefings for review and leadership approval

Assists Assistant Director of Foundation Board Relations with communications sent to Board of Directors including but not limited to drafting University updates, event invitations, meeting details, recent BOD achievements, and thank you email

Collaborates with Foundation Board Relations Coordinator staff to prepare and distribute materials for Board of Directors and Board Committee meetings. Works with Foundation Board Relations team to ensure that meeting materials are accurate, detailed, relevant, and have a consistent and useful format

Collaborates with stakeholders and interacts with visitors, leaders, and Foundation staff, modeling FIU Foundation values through operational and service excellence

Answers and responds to incoming telephone calls, messages, and correspondence on behalf of the department. Utilizes discretion and maintains confidentiality in the receipt and handling of information

Qualification

Event managementBoard relationsBusiness administrationOffice practicesCreating agendasPreparing minutesCoordinating large-scale eventsCommunication skillsInterpersonal skillsOrganizational skills

Required

Bachelor's degree and two (2) years of office or related experience providing administrative support, or coordinating functions of an office or department

Ability to travel locally and nationally

Ability to work flexible hours as needed

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

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

Criminal Background Check

Preferred

Knowledge and/or experience in event management, board relations, business administration, and office practices

Experience in creating agendas and preparing minutes for meetings

Experience in coordinating large-scale events

Company

Florida International University

Glassdoor4.2

FIU is Miami's public research university. Offering bachelor's, master's and doctoral degrees, both on campus and fully online.

Founded in 2016

Miami, Florida, USA

5001-10000 employees

http://startup.fiu.edu/

H1B Sponsorship

Florida International University has a track record of offering H1B sponsorships. Please note that this does not guarantee sponsorship for this specific role. Below presents additional info for your reference. (Data Powered by US Department of Labor)

Distribution of Different Job Fields Receiving Sponsorship

Represents job field similar to this job

Trends of Total Sponsorships

2025 (52)

2024 (50)

2023 (50)

2022 (42)

2021 (59)

2020 (45)