Coordinator, Administrative Services

Position Vacancy Announcement

Florida A&M University's Office of Clinical Affairs is pleased to announce the acceptance of qualified applications for the Coordinator, Administrative Services vacancy.

• Handle confidential data, correspondence, reports, telephone calls, emails, etc. related to faculty, staff and students in the College.
• Coordinate daily administrative operations for the Office of Clinical Affairs, including scheduling meetings, correspondence, and records management.
• Manage confidential personnel files, evaluations, and performance documentation.
• Draft, edit, and format correspondence, reports, and official communications on behalf of the Associate Dean.
• Assist with planning and execution of Division meetings, events, and special projects.
• Coordinate administrative affairs across multiple locations (Tallahassee, Tampa, Jacksonville, Davie and Crestview).
• Perform administrative duties for the unit/division, manage the Associate Dean’s calendar, coordinate and process travel, requisitions, expense reports, and P-card reconciliation.
• Handle administrative details on all projects, initiate and process requisitions and generate reports.
• Coordinate, plan, organize and implement special projects such as the Pharmacy Practice faculty and staff retreats and special meetings.
• Responsible for coordinating personnel activities in the Division of Pharmacy Practice, including distribution and completion of all personnel forms.
• Secure final approvals and submit to the Office of the Dean and Human Resources through Image Now.
• Manage faculty, staff and student needs across all locations.
• Manage the C&G budget, including salary, expense, operating capital and other personal services funds and approve subsequent expenditures for the research projects.
• Review and monitor accounts payables to ensure expenditures remain within budgetary limits.
• Implement cost control procedures and monitor cost accounts to ensure adequate funds.
• Coordinating and compiling information for funding grant agencies and tracking contracted faculty, staff and students.
• Work with Associate Dean in coordinating academic course assignment and scheduling.
• Serve as liaison between the University and other state agencies/departments.
• Respond to requests of information from faculty, staff and students.
• Assist academic departments and other University support programs, schools, colleges and professional organizations.
• Administrative point of contact for Pharmacy Practice Division's Canvas course sites; assist faculty with uploading materials, posting announcements, organizing assignments and managing gradebook.
• Ensure course shells are properly set up each term per College and University standards.
• Coordinate with Office of Instructional Technology and Associate Dean for Academic Affairs to maintain consistency, accuracy and accessibility of course content.
• Perform additional duties as requested.

• Bachelor's degree in an appropriate area of specialization and two years of experience; or master’s degree in an appropriate area of specialization.

• Advanced organizational, time management, and multitasking abilities.
• Strong written and verbal communication skills.
• Ability to interpret and apply university, state, and federal regulations.
• Proficiency with Microsoft Office Suite, Microsoft Teams, Zoom, Canva, Canvas, and digital collaboration platforms.
• Knowledge of Microsoft Office (Word, Excel, PowerPoint, etc.) and other database software.
• Ability to multitask and meet critical deadlines.
• Planning, organizing and coordinating work assignments.
• Meeting planning skills.

Anticipated Salary Range:
Negotiable

Pay Plan:
This is an Administrative and Professional (A&P) position.

Successful candidate is subject to a pre-employment screening which includes a review of criminal records, reference checks and verification of education. An official college transcript, a high school diploma, or other educational documents must be submitted at the time of employment.

Only United States (U.S.) citizens or aliens with a legal right to work in the U.S. are eligible for employment.…