Senior Coordinator Administrative Services - Office of the Controller

Florida International University; Miami (FL); On-site; USD 55,000 - 63,500; Full time

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.

Skills

Customer service

Communication skills

Organizational skills

Multitasking

Independence

Prioritization

Education

Bachelor's degree

Tools

Microsoft Excel

Outlook

PowerPoint

SharePoint

Job description

Job Summary

Strong customer service and communication skills, including the ability to interact professionally with employees, leadership, central administrative units, vendors, and university constituents. Demonstrated ability to work with all levels of management. Strong working knowledge of Microsoft Office Suite, with emphasis on Excel, Outlook, PowerPoint, and SharePoint. Ability to manage multiple concurrent assignments, deadlines, and transactions with strong organizational skills and follow-through. Ability to work independently, exercise initiative, prioritize competing deadlines, and follow through on assignments with minimal supervision.

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.

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

• Strong customer service and communication skills, including the ability to interact professionally with employees, leadership, central administrative units, vendors, and university constituents. Demonstrated ability to work with all levels of management.
• Strong working knowledge of Microsoft Office Suite, with emphasis on Excel, Outlook, PowerPoint, and SharePoint.
• Ability to manage multiple concurrent assignments, deadlines, and transactions with strong organizational skills and follow-through.
• Ability to work independently, exercise initiative, prioritize competing deadlines, and follow through on assignments with minimal supervision.

Job Category

Administrative

Advertised Salary

$55,000 - $63,500

Work Schedule

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

Working Conditions

• Operating University Vehicles (all types)
• Required to spend 50% or more of time operating a computer

Pre-Employment Requirements

• Driver's License Check
• Expanded Background Check

Other Information

Ability to work flexible hours as needed.

Disclosures

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 crime 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 Affiantative 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 [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 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.