Coordinator, Administrative Services, University Advising

Florida Atlantic University•Boca Raton, FL

2d•$50,000 - $60,000•Onsite

About The Position

The University Advising Services Department at Florida Atlantic University is seeking a Coordinator, Administrative Services in Boca Raton, FL. The Coordinator, Administrative Services, University Advising, provides comprehensive administrative and fiscal support for University Advising Services, overseeing daily operations, human resources, budgeting, and procurement activities. Coordinates personnel processes, supports leadership and advising staff, and ensures efficient workflow, compliance, and communication across advising centers and related university units.

Requirements

A master's degree from an accredited institution in an appropriate area of specialization and two years of appropriate experience; or a bachelor's degree from an accredited institution in an appropriate area of specialization and four years of appropriate experience required.

Nice To Haves

Knowledge of administrative and fiscal operations, including budget coordination, procurement, personnel processes, contracting services, and property control.
Experience interpreting policies and procedures, preparing and monitoring budgets, coordinating office operations, maintaining confidential records, and providing administrative support to senior leadership.
Demonstrate strong organizational, communication, analytical, and problem-solving skills, with the ability to work independently, manage multiple priorities, and collaborate effectively with faculty, staff, students, and university partners.

Responsibilities

Coordinates and manages the administrative and fiscal operations, which include the areas of human resources, procurement, contracting services, and property control.
Oversee the daily workflow and administrative side of the center.
Coordinates recruitment and hiring of line and OPS staff.
Trains clerical staff.
Perform administrative tasks for executive and key senior staff, including Associate Dean, Executive Director, Directors, Associate Directors, Assistant Directors, and University Advising Staff with respect to programming and daily workflow.
Works closely with Assistant Dean, Finance Operations, Gen Ed Enrollment, and assists in disseminating information concerning budgets, personnel, and university policies.
Responsible for interpreting administrative and fiscal rules and for recommending efficiencies and contributing to the streamlining of services in the Undergraduate Studies, at large.
Responsible for budget planning and recommendations.
Processes, maintains, and monitors all records relating to the office budget, P-Card approval, personnel files, and appointment contracts for all office personnel, instructors, OPS Staff, Graduate and Student Assistants, as needed.
Prepares and processes reimbursement check requests.
Processes travel arrangements for all departmental employees and prepares Travel Authorizations and submits Travel Expense Reports.
Coordinates and communicates with professional staff to complete their travel paperwork in a timely manner.
Provides budget planning and administrative coordination for the newly created Jupiter Advising Center and Davie Transfer Advising Center.
Provides administrative planning, coordination, and support for the Director of the University Honors Program on the Boca Raton campus, and the University Honors Coordinator, which includes budget, ordering supplies, and assisting with course implementation.
Issues correspondence to all incoming and current students; coordinates arrangements for the annual graduation ceremony and assists in keeping students informed as to their status and schedules.
Enters all information into BANNER, including the University Honors Program Code and Early Registration Permit Times for University Honors Students (currently approximately 300+ students).
Processes appointment contracts for course instructors for teaching SLS 1501 for the University Honors Program.
Maintains databases for the University Honors students, past and present.
Maintains records and coordinates meetings for the Substitution Committee.
Maintains records and supports the Advising Director Council.
Oversee the processing and distribution of internal and external mail.
Backup for ordering and distributing business cards, forms, and other office supplies.
Provides administrative coordination and assistance with routine office duties, as needed, which includes, but is not limited to responding to email & voice mail inquiries, answering and screening telephone and student inquiries, copying, ordering supplies and equipment.
Assist faculty, staff, and students with inquiries and refer to the appropriate authority.
Back up to the timekeeper to University Advising Services.
Updates UAS/ACCESS Organizational Chart.
Updates office directory and telephone directory for distribution.
Processes all registration and payments for staff attending Appreciative Advising Institute and other professional conferences.
Deals with sensitive and confidential information related to departmental and university matters.
Perform other job-related duties as required.

Benefits

Medical (PPO/HMO $50 per month single & $180 per month family)
Dental
Vision
Life Insurance
Flexible Spending plans
Employee Assistance Program (EAP)
State retirement options including tax-deferred annuities and Roth 403(b) plans.
State employees Public Service Loan Forgiveness (PSLF) program.
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
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).