Temporary Coordinator Administrative Services

Job Summary

The Parking and Transportation Department is currently seeking a Temporary Coordinator Administrative Services to join their team of professionals.

• Leads annual grant funding submittals and associated logistics and data tracking; ensures timelines, deliverables, and supporting documentation are complete and accurate.
• Collects, organizes, and maintains electronic and physical records required for desktop and on-site reviews, including vehicle, driver, maintenance, safety, training, and grant files; ensures timely, audit‑ready submissions to FDOT and external reviewers.
• Coordinates cross‑functional special projects and prepares executive‑ready summaries, dashboards, and recurring/ad hoc reports for leadership review.
• Facilitates funding requests through South Florida Commuter Services and other sponsoring agencies; tracks status, documentation, and approvals through completion.
• Coordinates student engagement initiatives through website and social media programs in collaboration with communications partners.
• Performs essential duties in any emergencies such as hurricanes, public health emergencies, and/or any other university emergency closing. The employee is expected to be available to report to work as needed during university emergency closing with appropriate notification of a department administrator.
• Performs other related duties as required or as directed. The omission of a specific duty does not preclude the supervisor from assigning duties that are logically related to the position.
• Supports unit scheduling and workload/performance reporting; recommends process improvements to strengthen administrative operations across departments reporting to the Associate Vice President.
• Serves as an administrative liaison with internal and external partners to resolve operational issues; disseminates policies and procedures and supports periodic review and updates in alignment with University standards.
• Prepares the unit for triennial grant funding reviews by coordinating evidence collection, validating records, and confirming readiness with functional leads.
• Coordinates the development and maintenance of key compliance documents (e.g., System Safety Program Plan, System Security Plan, ADA and Title VI policies) by gathering updates, tracking revision history, routing documents for review and approval, and ensuring proper retention and version control.
• Drafts and distributes correspondence, agendas, reminders, and information requests to internal stakeholders and external reviewers; logs findings and recommendations; tracks corrective actions and maintains supporting evidence to support continuous compliance and review readiness.
• Develops, compiles, and analyzes operational, financial, and service data; prepares concise reports and briefing materials for the Associate Vice President.
• Obtains, quality‑checks, and consolidates reports from management staff; identifies trends, risks, and opportunities and recommends actions, as appropriate.
• Designs and executes special assignments supporting areas reporting to the Associate Vice President, ensuring deliverables are completed accurately and on time.
• Coordinates contract tracking, compliance, and periodic performance review processes for TCM and other vendor services; maintains documentation, key dates, deliverables, and issue logs.
• Coordinates internal and external communications related to traffic updates and operational impacts, including maintaining mapping and way finding content and turn‑by‑turn directions based on road and area closures.
• Coordinates unit‑wide training and professional development logistics, including scheduling, tracking completion, maintaining required records, and supporting compliance‑related training requirements.
• Builds and maintains effective working relationships with University leaders, staff, students, and external constituents; serves as a liaison between the department and agencies, vendors, and government partners; and represents the unit on committees, conferences, trainings, and meetings as directed by the Associate Vice President.

Bachelor's degree; OR four (4) years of office or…