Coordinator Administrative Services - Signature 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.

Coordinates the daily administrative activities in the Nicole Wertheim College of Nursing and Health Sciences (NWCNHS) Dean's office and manages the college's portfolio of signature ceremonies. The role provides budgetary and fiscal administration support and cross-departmental and vendor coordination.

• Organizes, manages, and executes the college's full portfolio of signature ceremonies- including Nursing Pinning Ceremonies, Clinical Doctoral Hooding Ceremonies, and the White Coat Ceremonies annually- encompassing planning, initiation, coordination, implementation, and evaluation.
• Assists and advises the Assistant Director of Administrative Services on budgetary matters and manages ceremony-related purchasing, vendor payments, and departmental financial transactions, adhering to university credit card and procurement policies.
• Coordinates Award recipients' nomination and selection processes for all Nursing Pinning Ceremonies and Clinical Doctoral Hooding Ceremonies.
• Serve as a member of the university-wide Event Planners Council to ensure the college is in compliance with University protocols and procedures.
• Adheres to administrative fiscal rules and policies; recommends and implements improved programs to effectively manage administrative and fiscal administration across an expanded, multi-event portfolio.
• Coordinates with multiple university departments and external vendors (catering, AV, venue, printing, regalia) concurrently across three distinct ceremony types.
• Provides functional leadership and guidance to student volunteers and support staff in the planning, coordination, and execution of college ceremonies.
• Composes and prepares correspondence on the Dean's behalf, including donor and VIP guest communications tied to signature college events.
• Provides administrative support to Dean in the absence of the Assistant Director of the Dean's office.
• Oversees ordering and maintenance of office supplies.
• Interacts professionally and effectively with college leadership, faculty, students, donors, and community stakeholders in the execution of college events.
• Provides administrative support to the Office of the Dean, including correspondence, event scheduling, and event coordination support as needed.
• Performs other related duties as assigned. The omission of specific duties does not preclude the supervisor from assigning duties that are logically related to the position.

Bachelor's degree and two (2) years of office or related experience providing administrative support, or coordinating functions of an office or department; OR six (6) years of office or related experience; OR an equivalent combination of relevant education and/or experience.

• Three years of community relations or special events experience.
• Advanced proficiency in Microsoft 365 applications, including working knowledge of Microsoft Power Automate for process optimization.
• Experience managing large ceremonial events.

Administrative

$45,000-$50,000

Begin time: 8:30 AM
End time: 5:00 PM

Operating University Vehicles (all types)

• Driver's License Check
• Expanded Background Check

• Ability to work evenings and weekends.
• Ability to work flexible hours as needed.
• Ability to travel locally

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