Coordinator Administrative Services - Career and Talent Development

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 over 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 MacArthur 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

The Coordinator of Administrative Services provides high-level administrative and operational support to Career and Talent Development (CTD) and Industry Integrated Partnerships, ensuring efficient daily operations, event coordination, and executive scheduling. This role manages data systems and reporting, financial transactions, and travel processes while maintaining accuracy, compliance, and data integrity across platforms such as Handshake and Panther Success Network. Serving as a liaison among internal teams and external partners, the coordinator supports student career readiness initiatives, employer engagement efforts, and continuous improvement of administrative processes. Works with the administrative and operational team to coordinate daily functions, workflows, and services for Career and Talent Development (CTD) and Industry Integrated Partnerships, ensuring efficient and effective unit operations.

• Provides comprehensive administrative support to the CTD team, leadership, and internal and external stakeholders.
• Prepares and updates presentations, databases, reports, marketing materials, and correspondence, including ad hoc reporting and Panther Career Readiness Module communications.
• Plans, prioritizes, and manages calendars and meeting logistics for the leadership team by coordinating schedules, balancing competing demands, and exercising sound judgment to support effective departmental operations.
• Captures and analyzes data from CTD platforms and resources to ensure team members have accurate information to support operations and decision-making.
• Coordinates Panther Success Network cases and reporting.
• Manages student and employer data tracking through systems such as Handshake and Panther Success Network in collaboration with the Data Analyst to support reporting on student career outcomes.
• Safeguards departmental funds by serving as an authorized depositor, accurately depositing employer payments, maintaining complete documentation, and updating payment collection records and spreadsheets for the Employer Engagement and Support team to support audit readiness and financial transparency.
• Supports efficient and compliant travel operations by initiating, coordinating, and providing guidance on travel transactions for CTD staff, ensuring accuracy, completeness, and adherence to university policies.
• Coordinates departmental student assistants and temporary hires, including job postings, interview coordination, onboarding, and ensuring completion of required training and system access in collaboration with the department/unit's HR Liaison.
• Supports and leads the collection, verification, analysis, and dissemination of data from CTD platforms and resources to ensure team members have accurate information to support operations and decision-making.
• Develops and maintains strong working relationships with internal university partners and external stakeholders to enhance collaboration, strengthen partnerships, and support smooth service delivery for students and employers.
• Serves as a member of the administrative team and acts as a liaison between operational areas, including career development, employer relations, campus engagement, and office administration, to support coordinated and effective front office operations.
• Supports front office services as a first point of contact by assisting with in-person, email, and phone communications, ensuring inquiries are addressed appropriately, routed correctly, and handled in alignment with unit workflows.
• Promotes consistent and high-quality service delivery by supporting front desk coverage, sharing procedural guidance, and assisting with training and coordination of staff involved in front office support activities.
• Deposits employer payments for the Employer Engagement Team (EET) and maintains accurate financial records and documentation.
• Performs basic statistical analysis and reporting under the direction of leadership to support data-informed decision-making.
• Helps document and improve administrative and operational processes while handling sensitive personnel, financial, and student information in line with university privacy and data standards.

Minimum Qualifications

• 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.

Desired Qualifications

• Knowledge of Microsoft Office Suite (e.g. Word, Excel, PowerPoint).
• Customer service experience.
• Effective communication skills (written and oral).
• Ability to support career events across all locations and in the community.