Operations and Financial Coordinator

Florida Atlantic University • Jupiter, FL

1d • $58,000 - $75,000 • Onsite

About The Position

The Brain Institution at Florida Atlantic University is seeking an Operations and Financial Coordinator in Jupiter, FL. Join a dynamic and collaborative research environment as an Operations and Financial Coordinator, where you will play a critical role in supporting financial management, research administration, and human resources operations. Reporting to the Director of Research Programs and Services, this position serves as a key partner to faculty and leadership, ensuring the seamless coordination of budgets, grant activity, and administrative functions. This is an excellent opportunity for a detail-oriented professional who thrives in a fast-paced academic setting and enjoys contributing to impactful research and program initiatives.

Requirements

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

Nice To Haves

• Master's Degree and three to four years of experience with budgets, financial analysis and advanced Excel.
• Grants Administration experience (pre- and/or post-award)

Responsibilities

• Perform budget reports and track account balance data.
• Submit budget amendments, costing allocation changes, and accounting adjustments as needed for the Institute; flag account deficits and problem-solve to fix financial issues.
• Manage a purchasing card (p-Card) and order and complete expense reports by following university purchasing and procurement policies and regulations.
• Assist faculty on the submission of federal, state, and foundation grant submissions; help develop budgets, budget justifications, and checklists; utilize Novelution for the routing of submissions for internal approvals as well as grant portals for final submissions.
• Manage post-award activities, including regular review, reconciliation, budget changes, financial projections, financial reports, effort reporting, and close-out activities; communicate with faculty as needed on balances and research portfolio updates.
• Serve as the Institute’s primary HR partner by assisting with hiring, submitting job requisitions, recruitment management, OPS job extensions, and other job changes, as well as coordinating visa applications.
• Gather data from hiring manager such as costing allocations, account(s) to use for effort, job descriptions, and information needed for offer letters.
• Assist with budgeting for the Neuroscience Graduate Program.
• Submit job extensions and student stipends each semester with coordination of account(s) to use for salary; request tuition waivers for graduate students; and submit reimbursements for health care costs, membership dues, and recruitment/travel costs.
• Utilize Banner to track the posting of tuition waivers and reimbursements.
• Learn university procedures and policies to carry out the work and assist with others’ training.
• Serve as lead on purchase orders for the team, including the tracking and monitoring of obligating purchase orders.
• Be a delegate for several team members in Workday and assist with submitting expense reports as well as spend authorizations
• Cross-train and serve as a backup for others on the administrative team.
• Submit IT tickets or maintenance work orders as requested.
• Assist with event planning as needed.
• Manage a FedEx account to assist with important deliveries.
• Create business accounts for Amazon, Walmart, and other businesses as necessary.
• Other job-related responsibilities as assigned by the Director of Research Programs/Services and the Institute Executive Director.

Benefits

• 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.
• 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).

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Number of Employees: 501-1,000 employees