Senior Coordinator Administrative Services

About FIU

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.

Job Summary
Under administrative direction, the Senior Coordinator of Administrative Services is responsible for managing and coordinating the administrative, financial, operational, procurement, and event functions of the Adam Smith Center for Economic Freedom. This position exercises independent judgment in administering complex administrative processes, coordinating multiple projects simultaneously, interpreting university policies and procedures, and providing operational support to the Director of Administration and Senior Executive Assistant.

The position serves as a primary liaison between faculty, staff, vendors, university departments, sponsors, and external partners while ensuring compliance with university and state requirements.

• Oversees the daily administrative operations of the Center to ensure efficient workflow, compliance, and continuous improvement of office procedures. Coordinates and manages multiple administrative projects from planning through implementation, monitoring progress and ensuring timely completion. Develops, evaluates, and recommends improvements to administrative and operational processes that increase efficiency and effectiveness. Serves as the primary liaison between the Center and university departments including Purchasing, Finance, Contracts, Facilities, IT, and external organizations.
• Interprets university policies, administrative procedures, and fiscal guidelines to faculty, staff, students, and external partners. Maintains confidential records and sensitive documentation while ensuring compliance with university record retention requirements. Coordinates all procurement activities including requisitions, purchase orders, payment requests, PCard transactions, invoices, vendor payments, and expense reimbursements in accordance with university policies. Utilizes university financial systems, including People Soft Financials and Total Contract Manager (TCM), to process financial transactions and contracts.
  
  Develops and maintains vendor relationships while obtaining competitive quotes, negotiating pricing when appropriate, and ensuring vendor compliance.
• Coordinates domestic and international travel for faculty, staff, students, consultants, visiting scholars, and distinguished guests. Prepares Travel Authorization Requests (TARs), Expense Reports (ERs), Travel Reimbursements, and supporting documentation. Coordinates airfare, lodging, transportation, conference registrations, visas (when applicable), and travel logistics while ensuring compliance with university travel regulations. Reviews travel expenditures and supporting documentation for policy compliance and timely reimbursement. Plans, coordinates, and manages administrative logistics for conferences, workshops, seminars, guest lectures, board meetings, donor events, and special Center initiatives.
• Coordinates venue reservations, catering, audiovisual services, transportation, lodging, registration, contracts, sponsorship logistics, and post-event reconciliation. Works collaboratively with faculty, sponsors, university departments, and external organizations to ensure successful event execution.
• Provides high-level administrative support to the Director of Administration and Center leadership.
• Prepares executive correspondence, reports, presentations, meeting materials, manuals, newsletters, and other official documents. Maintains departmental filing systems, electronic records, and confidential documentation. Coordinates departmental audits and responds to requests for administrative documentation.
• Develops professional working relationships with faculty, staff, donors, sponsors, vendors, consultants, and university administrators.
• Serves as a resource to internal and external stakeholders by providing accurate information regarding university administrative procedures.
• Provides exceptional customer service while handling sensitive and confidential matters with professionalism and discretion.
• Assists with special projects and strategic initiatives assigned by Center leadership. May provide guidance, training, and work direction to…