Coordinator Administrative Services, Events

About FIU

Florida International University is a Top 50, preeminent public research university with 55,000 students from all 50 states and more than 140 countries, as well as an alumni network of more than 340,000. Located in the global city of Miami, the university offers more than 200 degree programs at the undergraduate, graduate and professional levels, including medicine and law. FIU faculty are leaders in their fields and include National Academy members, Fulbright Scholars and Mac Arthur Genius Fellows.

A Carnegie R1 institution, FIU drives impactful research in environmental resilience, health and technology and innovation. Home to the Wall of Wind and Institute of Environment, FIU stands at the forefront of discovery and innovation. With a focus on student success, economic mobility and community engagement, FIU is redefining what it means to be a public research university.

Supports the efforts of the FIU Foundation Board by providing high-touch board and operations assistance. In collaboration with the Assistant Director, Senior Director, and the Office of the Senior Vice President, this position assists with the volunteer leader engagement and event logistics functions for the FIU Foundation Board of Directors, as well as any designated and sub-committees of the Board. Liaises with both internal departments and outside vendors to aid in successful board and event management.

• Assists with scheduling for over 100 board meetings, campus visits, and/or conference/zoom calls with Board and committee members, donors, and university administrators with Foundation Board Relations Coordinator staff. Assists staff during travel meetings coordinating hotel room blocks and transportation manifests.
• Initiates and assists with the vendor process. Communicates with the Finance and Administration Department and vendor to review, request revisions and approve contract and FIU Foundation Addendum. Ensures invoices are submitted and payments are processed to meet fiscal year end deadlines.
• Assists with the logistics and execution of the Board of Directors (BOD) Spouse and Guest Program during the out-of-town annual destination BOD Meetings and Events. Coordinates the discovery of sites, activities, meals, and manages the meetings with multiple vendors; including transportation, museums, restaurants, and lodging to propose for the program.
• Oversees all Foundation Board attendance RSVP's and records using Qualtrics, Microsoft Office, and Raiser's Edge NXT. Analyzes and prepares attendance reports for meetings, events, historical records, and for fiscal year end reporting. Drafts post-meeting attendance letters for absentee Directors for leadership review, signature, and distribution.
• Coordinates the University Advancement staffing assignments, meetings, and training for annual board meetings and events. Completes Presidential Event Request Form for the office of the President when the President is to attend meeting or event.
• Collaborates with Foundation Board Relations staff to ensure annual budget reports are up to date with the latest expenses for all meetings and events, and to meet fiscal year end wrap up.
• Assists in the creation and filing of all forms sent to BOD using Docu Sign. Manages the request, filing, and documentation for the BOD parking permits with FIU Parking and Transportation.
• Assists in the noticing and positing of all applicable BOD meetings and events on the FIU Foundation Calendar website, including but not limited to scheduled committee meetings, last minute meetings, and annual BOD meetings and events.
• Assists Assistant Director with the execution of the annual FIU Foundation BOD orientation and ongoing board development activities to build affinity and increase engagement. In addition, assist coordinating with Donor Relations and Stewardship (DRS) the annual plans for board member gifts and end of service gifts and recognition.
• Updates Assistant Director of Foundation Board Relations with periodic briefing updates on progress of all upcoming meetings, events, and any administrative briefings for review and leadership approval.
• Assists Assistant Director of Foundation Board Relations with communications sent to Board of Directors including but not limited to drafting University updates, event invitations, meeting details, recent BOD achievements, and thank you email.
• Collaborates with Foundation Board Relations Coordinator staff to prepare and distribute materials for Board of Directors and Board Committee meetings. Works with Foundation Board Relations team to ensure that meeting materials are accurate, detailed, relevant, and have a consistent and useful format.
• Collaborates with stakeholders and interacts with visitors, leaders, and Foundation staff, modeling FIU Foundation values through operational and service excellence.
• Answers and responds to incoming telephone calls, messages, and correspondence on behalf of the department. Utilizes discretion and maintains confidentiality in the…