FIU Foundation · 4 days ago
Coordinator Administrative Services, Events
Miami, FL
Full-time
Hybrid
Entry Level
$45K/yr - $50K/yr
2+ years expFIU Foundation is part of Florida International University, a prominent public research university. The role involves providing high-touch board and operations assistance, coordinating events, and liaising with internal departments and vendors for successful board management.
Higher Education
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
Required
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
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
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
Company
FIU Foundation
The Florida International University (FIU) Foundation is devoted to advancing FIU’s progress as one of the nation’s top 50 public universities by generating support for student success, groundbreaking/cutting-edge state-of-the-art research, and public service to benefit the local and global communities.
51-200 employees
Funding
Current Stage
Growth StageCompany data provided by crunchbase