Coordinator Administrative Services
- Career and Talent Development Florida International University
- 4.3 Miami, FL Job Details $40,000
- $42,000 a year 8 hours ago Qualifications Data integrity assurance Employee onboarding Statistics Visitor query response Community partnership development Data compliance Office activity coordination Email customer support Business travel arrangements Data analysis reporting Phone communication Spreadsheets Student record keeping In-person customer service Operations coordination planning Student database management Performance Reporting Student information system Executive administrative support Student outcome measurement Mid-level Accurate transaction records management Credit card payment processing Data summary reports Data integrity and documentation Expense reports Bachelor's degree Internal employee customer service Data management Financial records management Full Job Description About FIU 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. Job Summary The Coordinator of Administrative Services provides high-level administrative and operational support to Career and Talent Development (CTD) and Industry Integrated Partnerships, ensuring efficient daily operations, event coordination, and executive scheduling. This role manages data systems and reporting, financial transactions, and travel processes while maintaining accuracy, compliance, and data integrity across platforms such as Handshake and Panther Success Network. Serving as a liaison among internal teams and external partners, the coordinator supports student career readiness initiatives, employer engagement efforts, and continuous improvement of administrative processes. Works with the administrative and operational team to coordinate daily functions, workflows, and services for Career and Talent Development (CTD) and Industry Integrated Partnerships, ensuring efficient and effective unit operations. Provides comprehensive administrative support to the CTD team, leadership, and internal and external stakeholders. Prepares and updates presentations, databases, reports, marketing materials, and correspondence, including ad hoc reporting and Panther Career Readiness Module communications. Plans, prioritizes, and manages calendars and meeting logistics for the leadership team by coordinating schedules, balancing competing demands, and exercising sound judgment to support effective departmental operations. Coordinates and supports remote and on-site events such as trainings, career fairs, and workshops, including planning logistics, venue setup, preparation of materials, and collaboration with technology and campus partners to ensure successful execution. Supports and leads the collection, verification, analysis, and dissemination of data from CTD platforms and resources to ensure team members have accurate information to support operations and decision-making. Coordinates Panther Success Network cases and reporting. Manages student and employer data tracking through systems such as Handshake and Panther Success Network in collaboration with the Data Analyst to support reporting on student career outcomes. Ensures timely, accurate, and policy-compliant processing of event-related payments to internal and external vendors, including reconciliation of credit card receipts and transactions in accordance with university and departmental requirements. Safeguards departmental funds by serving as an authorized depositor, accurately depositing employer payments, maintaining complete documentation, and updating payment collection records and spreadsheets for the Employer Engagement and Support team to support audit readiness and financial transparency. Coordinates and serves as backup for PeopleSoft financial processing operations, including Travel Authorizations, Expense Reports, and Requisitions, ensuring compliance with university regulations and financial policies. Handles sensitive cardholder information and processes credit card transactions in compliance with Payment Card Industry Data Security Standards. Supports efficient and compliant travel operations by initiating, coordinating, and providing guidance on travel transactions for CTD staff, ensuring accuracy, completeness, and adherence to university policies. Facilitates timely travel arrangements and reimbursements for staff and leadership by coordinating required documentation and proactively resolving issues that may delay processing or compliance. Coordinates departmental student assistants and temporary hires, including job postings, interview coordination, onboarding, and ensuring completion of required training and system access in collaboration with the department/unit's HR Liaison. Provides support for student career readiness initiatives, departmental projects, and employer engagement efforts. Develops and maintains strong working relationships with internal university partners and external stakeholders to enhance collaboration, strengthen partnerships, and support smooth service delivery for students and employers. Serves as a member of the administrative team and acts as a liaison between operational areas, including career development, employer relations, campus engagement, and office administration, to support coordinated and effective front office operations. Supports front office services as a first point of contact by assisting with in-person, email, and phone communications, ensuring inquiries are addressed appropriately, routed correctly, and handled in alignment with unit workflows. Promotes consistent and high-quality service delivery by supporting front desk coverage, sharing procedural guidance, and assisting with training and coordination of staff involved in front office support activities. Deposits employer payments for the Employer Engagement Team (EET) and maintains accurate financial records and documentation. Performs basic statistical analysis and reporting under the direction of leadership to support data-informed decision-making. Helps document and improve administrative and operational processes while handling sensitive personnel, financial, and student information in line with university privacy and data standards. Minimum Qualifications 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. Desired Qualifications Knowledge of Mircrosoft Office Suite (e.g. Word, Excel, PowerPoint). Customer service experience. Effective communication skills (written and oral). Ability to support career events across all locations and in the community. Job Category Administrative Advertised Salary $40,000
- $42,000 Work Schedule Begin time: 8:30 AM End time: 5:00 PM Pre-Employment Requirements Expanded Background Check Other Information Ability to work flexible hours as needed.
How To Apply 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. How To Apply 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. Disclosures 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 . 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 . 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.
