Senior Coordinator Administrative Services

Florida International University; Miami (FL); On-site; USD 55,000 - 62,000; Full time

Job summary

Florida International University (FIU) in Miami seeks a Senior Coordinator of Administrative Services for the Adam Smith Center for Economic Freedom to manage the Center's administrative, financial, operational, procurement, and event functions. The role requires independent judgment, coordination of multiple projects, and collaboration with faculty, staff, vendors, sponsors, and external partners.

The ideal candidate will oversee procurement, travel logistics, and executive support, ensuring

Qualifications

• Bachelor's degree and 3 years of office or related experience; OR 7 years of office experience; OR equivalent combination of education and experience.
• Proficiency in Microsoft Office Suite.
• Ability to manage multiple projects with attention to detail and deadlines.

Responsibilities

• Oversees daily administrative operations and ensures efficient workflow and compliance.
• Interprets policies and maintains confidential records in accordance with retention requirements.
• Coordinates procurement activities including requisitions, POs, and vendor payments; uses PeopleSoft and TCM.

Skills

Microsoft Office

Project management

Administrative support

Education

Bachelor's degree

Equivalent education/experience

Tools

PeopleSoft Financials

Total Contract Manager

Job description

About FIU

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
Under administrative direction, the Senior Coordinator of Administrative Services is responsible for managing and coordinating the administrative, financial, operational, procurement, and event functions of the Adam Smith Center for Economic Freedom. This position exercises independent judgment in administering complex administrative processes, coordinating multiple projects simultaneously, interpreting university policies and procedures, and providing operational support to the Director of Administration and Senior Executive Assistant. The position serves as a primary liaison between faculty, staff, vendors, university departments, sponsors, and external partners while ensuring compliance with university and state requirements.

• Oversees the daily administrative operations of the Center to ensure efficient workflow, compliance, and continuous improvement of office procedures. Coordinates and manages multiple administrative projects from planning through implementation, monitoring progress and ensuring timely completion. Develops, evaluates, and recommends improvements to administrative and operational processes that increase efficiency and effectiveness. Serves as the primary liaison between the Center and university departments including Purchasing, Finance, Contracts, Facilities, IT, and external organizations.
• Interprets university policies, administrative procedures, and fiscal guidelines to faculty, staff, students, and external partners. Maintains confidential records and sensitive documentation while ensuring compliance with university record retention requirements. Coordinates all procurement activities including requisitions, purchase orders, payment requests, PCard transactions, invoices, vendor payments, and expense reimbursements in accordance with university policies. Utilizes university financial systems, including PeopleSoft Financials and Total Contract Manager (TCM), to process financial transactions and contracts. Develops and maintains vendor relationships while obtaining competitive quotes, negotiating pricing when appropriate, and ensuring vendor compliance.
• Coordinates domestic and international travel for faculty, staff, students, consultants, visiting scholars, and distinguished guests. Prepares Travel Authorization Requests (TARs), Expense Reports (ERs), Travel Reimbursements, and supporting documentation. Coordinates airfare, lodging, transportation, conference registrations, visas (when applicable), and travel logistics while ensuring compliance with university travel regulations. Reviews travel expenditures and supporting documentation for policy compliance and timely reimbursement. Plans, coordinates, and manages administrative logistics for conferences, workshops, seminars, guest lectures, board meetings, donor events, and special Center initiatives.
• Coordinates venue reservations, catering, audiovisual services, transportation, lodging, registration, contracts, sponsorship logistics, and post-event reconciliation. Works collaboratively with faculty, sponsors, university departments, and external organizations to ensure successful event execution.
• Provides high-level administrative support to the Director of Administration and Center leadership.
• Prepares executive correspondence, reports, presentations, meeting materials, manuals, newsletters, and other official documents. Maintains departmental filing systems, electronic records, and confidential documentation. Coordinates departmental audits and responds to requests for administrative documentation.
• Develops professional working relationships with faculty, staff, donors, sponsors, vendors, consultants, and university administrators.
• Serves as a resource to internal and external stakeholders by providing accurate information regarding university administrative procedures.
• Provides exceptional customer service while handling sensitive and confidential matters with professionalism and discretion.
• Assists with special projects and strategic initiatives assigned by Center leadership. May provide guidance, training, and work direction to administrative support staff, student assistants, and temporary employees.

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.

Desired Qualifications

• Proficiency in Microsoft Office Suite.
• Ability to manage multiple projects with attention to detail and deadlines.

Job Category

• Administrative

Advertised Salary$55,000 - $62,000

Work Schedule
Begin time: 8:30 AM
End time: 5:00 PM

Working Condition(s)

• Required to spend 50% or more of time operating a computer

Pre-Employment Requirements

• Expanded Background Check

Disclosures

Clery NoticeIn 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 TransparencyFlorida 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-DiscriminationFIU is a State University System of Florida member, Equal Opportunity, Equal Access, and Affir 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 [e-mail].

Reasonable Accommodation StatementShould 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 [e-mail]. 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.