Administrative Coordinator

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Position Summary:

Florida Atlantic University is seeking an Administrative Coordinator - Boca Raton, FL.

The Administrative Coordinator will support the Ocean and Mechanical Engineering department through effective hiring coordination, financial processing, and timekeeping administration. The Administrative Coordinator will manage recruitment, procurement, and event logistics while ensuring compliance with institutional policies and providing seamless administrative support to leadership and staff.

Summary of Responsibilities:

• Coordinate the hiring process for student employees, OPS, and adjuncts, encompassing job postings, candidate selection, onboarding, and preparation of offer letters and background check requests.

• Serve as departmental contact in processing paperwork for International Interns, Scholars, and Visitors.

• Maintain accurate timekeeping records for all department employees, acting as the department’s timekeeping administrator and troubleshooting time entry issues.

• Provide backup support for the Assistant Director for Department Administration to ensure continuity of service during absences or peak workload periods.

• Approve and prepare financial transactions, including travel reimbursements, supplier invoices, P-card purchases, and expense reports, ensuring compliance with institutional policies and financial protocols.

• Establish and maintain vendor relationships, evaluating qualifications, negotiating terms, and coordinating purchase orders to meet departmental needs effectively.

• Facilitate equipment and resource procurement for departmental projects, ensuring timely and cost-effective purchasing.

• Support event planning and logistics for department functions, scheduling, and venue reservations as required.

• Assist the Department Chair with assignment-related tasks and activity reports, maintaining accurate data management and timely submissions.

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Minimum Qualifications:

Minimum requirements include a high school diploma or equivalent and two years of administrative or office support experience required.

Strong organizational and communication skills, proficiency in Microsoft Office, and experience handling financial or HR transactions required.

Preferred experience in an academic setting.

Salary:

$45,000 per year.

College or Department:

OPS - COECS: Ocean and Mechanical Engineering

Location:

Boca Raton

Work Days and Hours:

Monday - Friday, 8 a.m. - 5 p.m.

Application Deadline:

2025-11-24

Special Instructions to Applicant:

Temporary positions are not established positions and are paid from OPS funds. Temporary positions are usually not eligible for benefits and retirement; however, they may be eligible for health insurance coverage depending on the average hours worked per week. They provide full-time or part-time employment in an exempt or non-exempt employment situation based on job duties and salary in accordance with the Fair Labor Standards Act (FLSA). Temporary positions do not have layoff rights and may be terminated without prior notice. Applicants hired into Temporary positions may apply for a regular appointment should a vacancy become available.



APPLICATION DOCUMENTS REQUIRED:
Resume
Cover letter

OFFICIAL SEALED TRANSCRIPTS REQUIRED:
Final candidate will be required to have official, sealed transcripts and original NACES evaluation, if applicable, sent from their educational institution to Human Resources prior to the start of employment.

PRE-EMPLOYMENT SCREENINGS REQUIRED:
Selected candidates must successfully complete and pass all employment screenings prior to the start of employment. Employment screenings may include a criminal background check (level I and level II), motor vehicle check, credit check, reference checks, alcohol, and drug screening check.

REQUEST FOR ACCOMMODATIONS:
Individuals with disabilities requiring accommodations may contact the Office of Civil Rights and Title IX at 561-297-3004 or send an email at accommodate@fau.edu. To contact Human Resources, please call 561-297-3057. For communication assistance call 7-1-1.