Senior Coordinator Administrative Services - Institute of Environment (BBC Campus)

Florida International University; Miami (FL); On-site; USD 50,000 - 55,000; Full time

Job summary

Florida International University in Miami, FL, is hiring to manage and coordinate the administrative and business operations of the Institute of Environment at Biscayne Bay Campus.

The role provides leadership for administrative processes, budget-related transactions, procurement activities, travel administration, vendor management, and support services to ensure efficient, compliant operations aligned with the institute's mission.

Qualifications

• Bachelor's degree or equivalent combination of education and/or experience.
• Minimum of 3 years of office or related experience providing administrative support, or 7 years of related experience.

Responsibilities

• Serve as primary administrative liaison for the Institute at Biscayne Bay Campus, coordinating support for faculty, staff, students, visitors, and external stakeholders.
• Manage and oversee travel administration for Institute personnel, ensuring compliance with university policies and coordinating reimbursements.
• Gather and maintain data on Biscayne Bay activities related to research, outreach and education; assist with report development.
• Coordinate procurement and contracting activities for the Institute in coordination with Procurement Services; initiate contractual agreements.
• Oversee vendor onboarding and payment administration; ensure timely processing of invoices and adherence to procurement requirements.
• Encumber subcontract funds and process invoices; manage honorarium payments for external participants and visiting collaborators.
• Coordinate administrative and logistical support for leadership meetings, events, and strategic initiatives; supervise student employees.

Skills

Administrative support

Budget management

Procurement coordination

Education

Bachelor's degree

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

Manages and coordinates the administrative and business operations of the Institute of Environment at Biscayne Bay Campus. Provides leadership and oversight for administrative processes, budget-related transactions, procurement activities, travel administration, vendor management, and operational support services. Exercises independent judgment in interpreting and implementing university policies and procedures, resolving administrative issues, coordinating resources, and ensuring efficient and compliant unit operations in support of the Institute's mission.

• Serves as the primary administrative liaison for the Institute at Biscayne Bay Campus, managing communications and coordinating administrative support services for faculty, staff, students, visitors, and external stakeholders.
• Manages and oversees travel administration for Institute personnel, ensuring compliance with university policies, reviewing travel-related transactions, resolving issues, and coordinating reimbursement activities.
• Gathers and maintains data on Biscayne Bay activities as they relate to research, outreach and education, and assists with development of reports.
• Coordinates and administers procurement and contracting activities for the Institute, in coordination with Procurement Services, reviews requests for compliance and appropriateness, initiates contractual agreements, and serves as the administrative resource for purchasing processes.
• Oversees vendor onboarding and payment administration, ensuring timely processing of invoices and adherence to university financial and procurement requirements.
• Responsible for encumbering subcontract agreement funds and processing invoices.
• Manages honorarium payment processes for external participants and visiting collaborators, ensuring compliance with university policies and funding requirements. Monitors administrative transactions for accuracy, identifies and resolves budget and accounting discrepancies, and collaborates with Office of Research and Economic Development (ORED) and other university offices to implement corrective actions.
• Coordinates administrative and logistical support for Institute leadership meetings, special events, and strategic initiatives; monitors follow-up activities and facilitates communication among stakeholders.
• Provides direct supervision, training, work assignment, and performance oversight for student employees.
• Serves as the University's credit card user for departmental transactions. Adheres to University's rules and regulations.

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

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, protected veteran status, and any other legally protected basis. For inquiries regarding nondiscrimination, contact FIU's Office of Title IX and EEO Compliance (TITLEIX) at 305.348.2785 or email [e-mail].

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 the Office of Universal Access and Digital Compliance at 305-348-1576 or [e-mail]. All requests for ADA accommodation or accessible materials for this event must be submitted to UADC at least seven (7) business days prior to the event or at the earliest possible opportunity.