Coordinator for Administrative Services
Florida Atlantic University

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Position Summary:

Florida Atlantic University is seeking a Coordinator for Administrative Services - Boca Raton, FL.

Report to the Assistant Director for Administration and Fiscal Management. Responsible for managing the administrative and fiscal operations which may include the areas of Purchasing, Personnel, contracting services, and property control. Responsible for interpreting administrative and fiscal rules and policies and for recommending new and improved programs to effectively manage administrative and fiscal administration. Assists university administrators and interinstitutional groups in resolving specific administrative and fiscal problems and in disseminating information in regard to SUS/university rules, policies, and contracts. Designs, develops, and conducts special studies in the assigned areas of administrative and fiscal operations. Collects and analyzes data as appropriate. Prepares and administers operating budgets. May serve as liaison between the department/unit and other agencies and departments.

Summary of Responsibilities:

• Draft and process budget amendments, payroll accounting adjustments, and journal entries to ensure accurate and timely management of awards.

• Establish and oversee Research Incentive (RI) accounts for Principal Investigators (PIs), including tracking and managing awards such as OURI, SURF, STARTUP, SEED, LEARN, Mentee/Mentor, cost share, and Janke Awards.

• Coordinate the hiring process for student employees, OPS, and adjuncts, encompassing job postings, candidate selection, onboarding, and preparation of offer letters and background check requests.

• Maintain accurate timekeeping records for all department employees, acting as the department's timekeeping administrator and troubleshooting time entry issues.

• Approve and prepare financial transactions, including travel reimbursements, supplier invoices, P-card purchases, and expense reports, ensuring compliance with institutional policies and financial protocols.

• Manage expenditure processing across auxiliary, grant, foundation accounts, tech fees, overhead, scholarships, lab fees, carry forward, and other departmental accounts, with attention to budget alignment and policy compliance.

• Establish and maintain vendor relationships, evaluate qualifications, negotiate terms, and coordinate purchase orders to meet departmental needs effectively.

• Prepare and submit reimbursement requests through the FAU foundation and expense reporting systems on behalf of faculty and students.

• Monitor and reconcile department accounts monthly, providing detailed financial reports to department leadership.

• Facilitate equipment and resource procurement for departmental projects, ensuring timely and cost-effective purchasing.

• Support event planning and logistics for department functions, coordinating budgets, scheduling, and venue reservations as required.

• Manage department communications by preparing internal announcements and meeting agendas and assisting with content for department newsletters or outreach materials.

• Serve as backup for the Assistant Director for Administrative and Fiscal Management as needed and other job related duties as assigned.

The College of Engineering & Computer Science at Florida Atlantic University seeks scholars who are committed to supporting the learning needs of students from diverse backgrounds and to thoughtfully engaging all communities in higher education. Florida Atlantic University embodies a culture of strategic and collaborative community engagement that results in mutual benefit to the institution and the various internal and external communities that it serves.

FAU Benefits and Perks

If Benefits & Perks are important to you, then FAU is the place to be! Working at FAU has its perks! In addition to helping drive change and having a positive impact by supporting our students, staff, and faculty, FAU offers:

• Excellent benefit packages including Medical (PPO/HMO $50 per month single & $180 per month family), Dental, Vision, Life Insurance, Flexible Spending plans, Employee Assistance Program (EAP) and much more.

• State retirement options including tax-deferred annuities and Roth 403(b) plans.

• State employees Public Service Loan Forgiveness (PSLF) program - https://studentaid.gov/manage-loans/forgiveness-cancellation/public-service

• Flexible work arrangement plans - https://www.fau.edu/hr/employee_relations/flexwork.php

• Sick Leave Pool Program

• Paid time off (eligible employees) including vacation and sick leave, 1 personal day, 9 paid holidays, and paid winter break (at President's discretion).

• Paid Community Engagement Volunteer Service Day - https://www.fau.edu/hr/documents/community-engagement-volunteer-leave4-2015.pdf

• Employee Educational Scholarship Program (EESP) for eligible Staff/Faculty - Tuition assistance after 6 months of full-time employment. For in-unit faculty, the EESP program may be extended to spouses and dependent children (eligibility rules apply).

For details on FAU's amazing offers visit us at https://www.fau.edu/hr/benefits/index.php

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Minimum Qualifications:Master's degree in an appropriate area of specialization; or a bachelor's degree in an appropriate area of specialization and two years of appropriate experience required.Salary:$50,000 - $55,000 per year.College or Department:COECS: CEGE - AdministrationLocation:Boca RatonWork Days and Hours:Monday - Friday, 8 a.m. - 5 pm.Application Deadline: 2024-12-02Special Instructions to Applicant: Eligible for flex scheduling at the discretion of the supervisor.

APPLICATION DOCUMENTS REQUIRED:
Resume

OFFICIAL SEALED TRANSCRIPTS REQUIRED:
Final candidate will be required to have official, sealed transcripts and original NACES evaluation, if applicable, sent from their educational institution to Human Resources prior to the start of employment.

PRE-EMPLOYMENT SCREENINGS REQUIRED:
Selected candidates must successfully complete and pass all employment screenings prior to the start of employment. Employment screenings may include a criminal background check (level I and level II), motor vehicle check, credit check, reference checks, alcohol, and drug screening check.

REQUEST FOR ACCOMODATIONS:
Individuals with disabilities requiring accommodation, please call 561-297-3057. 711

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