Senior Administrative Operations Coordinator

Florida International University

Miami (FL)

On-site

USD 55,000 - 63,500

Full time

14 days+

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Job summary

Florida International University is seeking an administrative professional to support the Office of the Controller. You will interact professionally with employees, leadership, and campus partners, delivering strong customer service, and coordinating multiple assignments with accuracy.

Proficiency with Microsoft Office, especially Excel, Outlook, PowerPoint, and SharePoint, is essential. The role includes budget tracking and variance analysis, travel and expense processing, procurement support,

Qualifications

Bachelor's degree and three years of office or related experience providing administrative support, or coordinating functions of an office or department; OR seven years of office or related experience; OR an equivalent combination of relevant education and/or experience.
Strong customer service and communication skills, including the ability to interact professionally with employees, leadership, central administrative units, vendors, and university constituents.
Strong working knowledge of Microsoft Office Suite, with emphasis on Excel, Outlook, PowerPoint, and SharePoint.

Responsibilities

Coordinates the day-to-day administrative and operational functions of the Office of the Controller, including responding to routine inquiries, providing front desk support as needed, providing customer service support, submitting and following up on work orders, and coordinating office needs.
Assists with the annual preparation, ongoing maintenance, tracking, and variance analysis of the Office of the Controller's operational budget. Provides budgetary and administrative support utilizing financial reporting tools and spreadsheet-based tracking to ensure accurate monitoring of departmental expenses, commitments, and available balances.
Serves as the department's point of contact for processing travel requests and expense reimbursements. Ensures travel and expense transactions are completed in accordance with university policies, procedures, and guidelines, and maintains organized records to support timely processing and follow-up.
Serves as a point of contact for ordering and receiving commodities, goods, and services. Ensures departmental purchases and university credit card transactions are processed in compliance with established policies, procedures, and documentation requirements, and resolves discrepancies as needed.
Provides administrative support for personnel-related matters for full-time employees, student assistants, federal work study students, and temporary employees. Duties include assisting with position descriptions, coordinating recruitment and interview scheduling, managing onboarding and offboarding processes, maintaining new employee and termination checklists, supporting employee acclimation, and serving as a liaison with central Human Resources.
Assists with the coordination of meetings and calendars for the Controller and the Office of the Controller leadership team, including scheduling direct report meetings, leadership meetings, and meetings with university constituents.
Coordinates records management activities for the Office of the Controller, including assisting with the Records Disposition Document process, working with subject matter experts to identify records that have met retention requirements, and ensuring records are processed for destruction in accordance with the State of Florida General Records Schedule and university procedures.
Assists with the planning, coordination, and execution of Office of the Controller staff meetings, employee events, trainings, and department-wide activities, including logistics, communications, materials, attendance tracking, and on-site coordination support.
Prepares professional communication materials including PowerPoint presentations, reports, forms, informational signage, and related internal documents.
Serves as a liaison with the university community and the various departments within the Office of the Controller, as needed. Serves as a backup to the Associate Director of Administrative Operations, as assigned.
Assists with special projects as assigned.