Senior Coordinator Administrative Services – Office of Faculty Leadership and Success

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 Senior Coordinator of Administrative Services provides advanced administrative, financial, human resources, and operational support to the Office of Faculty Leadership and Success (FLS), in support of the Manager of Administrative Services, the Creative Director of FLS Theater, and senior executive leadership. The role is responsible for coordinating FLS programs and events, supporting key faculty lifecycle processes, and maintaining departmental systems and administrative operations.

This position plays a critical role in ensuring the effective execution of FLS programming, faculty-related processes, and day-to-day operations, while maintaining accuracy, compliance, and continuity across FLS functions, including FLS Theater activities and Provost-level initiatives.

• Coordinates the planning, coordination, and execution of FLS programming in support of the Offices mission to advance faculty success through development, engagement, and recognition. Programming includes FLS signature events and workshops (such as New Faculty Orientation, New Chairs Orientation, Tenure and Promotion receptions, Emeritus Circle luncheons, Chairs Advisory Council (CAC) Assembly meetings, CAC retreats and receptions, faculty information sessions, and professional development workshops) as well as FLS Theater performances and related activities.
• Works closely with FLS leadership to facilitate end-to-end event planning and logistics, and stakeholder coordination, including development of event outlines, agendas, and run-of-show documents, presentation materials, and operational plans. Coordinates with internal university partners and external vendors to support venue setup, audiovisual production, catering, parking, photography, speaker logistics, accessibility accommodations, and staffing to ensure high-quality execution aligned with Provost-level standards.
• Administers event communications, participation tracking, reporting, and documentation, including the development and distribution of invitations, RSVP tracking, event-day registration, participation metrics, post-event evaluations, operational records, production materials, schedules, surveys, and reporting tools to support program continuity, assessment, and institutional reporting needs.
• Processes and tracks day-to-day financial transactions, including requisitions, invoices, smartbills, receipts, vendor and artist payments, check requests, travel authorizations, and expense reports. Ensures accuracy, completeness, and timely processing of all financial documentation, and supports budget tracking, reporting, and audit readiness in coordination with the Manager of Administrative Services.
• Serves as a University Credit Card user in compliance with university policies and procedures.
• Serves as the designated FLS liaison for assigned faculty recognition and status processes, including Emeritus, Distinguished University Professor, and Graduate Faculty Status. Coordinates related administrative support, which may include application and committee review support, drafting and editing official communications, and supporting the review and distribution of materials to ensure accuracy, consistency, and alignment with Provost-level standards.
• Provides high-level administrative support for faculty lifecycle processes, including tenure and promotion, third-year review, post-tenure review, sabbatical and professional development, and faculty terminal degree tuition reimbursement. Supports documentation drafting and editing, updating communication timelines, and process tracking to ensure accuracy, timeliness, and compliance.
• Maintains SharePoint and departmental records systems, ensuring files are organized, current, and compliant with FLS operational standards and University records retention requirements. Supports and maintains departmental accounts and systems, including shared email inboxes and Qualtrics, ensuring proper organization, monitoring, and timely routing of communications.
• Supports the Manager of Administrative Services in coordinating day-to-day office functions, including the FLS conference room calendar, shared calendars, scheduling support, and general workflow management. Ensures office spaces, including the conference room and storage areas, are clean, organized, and maintained to support meetings, events, and daily administrative needs.
• Maintains inventory of administrative and programmatic supplies, including assessing needs, monitoring stock levels, ordering materials as appropriate, and maintaining orderly storage to support operational readiness and efficiency.
• Provides senior-level administrative and operational support to FLS operations, including documentation, workflow management, and tracking of pending items. Identifies opportunities to improve administrative processes and operational efficiency. Provides operational coverage and continuity in the absence of the Manager of Administrative Services, by addressing routine matters and escalating complex or sensitive issues as appropriate.

Minimum Qualifications

Bachelor’s degree and three (3) years of office or related experience providing administrative support, or coordinating functions of an office or department; OR seven (7) years of office or related experience; OR an equivalent combination of relevant education and/or experience.

Job Category

• Administrative

Advertised Salary
$50,000 – $55,000
Work Schedule

Begin time: 8:30 AM

End time: 5:00 PM

Pre-Employment Requirements

• Expanded Background Check

Other Information

• Travel to FIU Campus
• Ability to work occasional evenings, and/or weekends

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 [email protected].

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 [email protected]. 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.