Senior Coordinator Administrative Services - Office of University Protocol, Ceremonies and Events

About the role

Provides comprehensive administrative and operational support for the Office of University Protocol, Ceremonies and Events. Works closely with the Executive Director to coordinate daily office operations, fiscal activities, and administrative functions. Manages day-to-day activities by responding to requests and inquiries, resolving moderately complex administrative issues independently or collaboratively, and ensuring efficient workflow and office organization. Exercises independent judgment in planning, prioritizing, organizing, and scheduling work assignments while applying knowledge of administrative and office management practices.

Responsibilities

• Manages the procurement, inventory, and distribution of office supplies department.
• Serves as point of contact for ordering commodity items and ensures departmental purchases follow established policies and procedures.
• Provides direct administrative assistance to the Executive Director and supports events produced by the department including but not limited to: Groundbreakings, Ribbon Cuttings, lectures, convocations, and commencement ceremonies.
• Maintains the Executive Director's calendar of meetings, appointments and events.
• Prepares meeting materials. Provides necessary documentation or background information for meetings.
• Prepares and distributes minutes of meetings, as necessary.
• Reviews, approves, and monitors monthly departmental PCard transactions to ensure accuracy and compliance with university policies and procedures.
• Interprets, monitors, and analyzes administrative policies and procedures to ensure adherence to internal guidelines and external regulatory requirements.
• Reconciles and processes all invoices for payment pertaining to department.
• Serves as the department's main user of the Total Contract Manager (TCM) tool. Input and manages contracts using TCM to ensure accurate and timely processing.
• Prepares, maintains, and monitors budget summary reports for event vendors, services, and expenditures associated with presidential and university events.
• Serves as one of the merchant account's reconcilers; Handles sensitive cardholder information and/or processes credit cards transactions for the department/unit; Will have access to a third party system (software, gateway, etc.) that processes, transmits, and/or stores cardholder information.
• Manages the full purchase order (PO) processes, including purchase orders, requisitions, change orders, invoice submissions, and payment coordination upon completion of services.
• Serves as liaison between the Controller's Office and external vendors to facilitate financial processing and event production activities.
• Affords support for the department's Continuity of Operations Plan (COOP) to support emergency preparedness and operational continuity.
• Affords support for Miami Dade County early voting.
• Affords support in the preparation of materials and supplies for events. Provides on-site event support during ceremonies and special events.
• Responsible for keeping up to date with the Upcoming Speeches document to ensure accurate tracking and assignment of event responsibilities. Updates team calendars accordingly.
• Manages and prepares all Smart Internal Billing transactions for department.
• Performs office management functions, including key control coordination, facilities requests, and general operational support.
• Arranges scheduling of meeting rooms, coordinates audio visual equipment, and orders food as needed.
• Collaborates in the coordination of special events and functions, as needed.
• Serves as a liaison for the department's travel arrangements and prepares travel authorizations, expense reports, and reimbursements as needed. Ensures travel purchases follow established policies and procedures.
• Performs clerical functions such as, preparing correspondence, receiving visitors, arranging conference calls and maintaining office files.
• Tracks and coordinates staff's weekly reports.
• Prioritizes and coordinates multiple projects. Provides assistance with special projects.

Requirements

• Bachelor's degree and three (3) years of office or related experience providing administrative support, or coordinating functions of an office or department; OR seven (7) years of office or related experience; OR an equivalent combination of relevant education and/or experience.

Qualifications

• Minimum qualifications: Bachelor's degree and three (3) years of office or related experience providing administrative support, or coordinating functions of an office or department; OR seven (7) years of office or related experience; OR an equivalent combination of relevant education and/or experience.

Skills

• Excellent organizational and administrative skills.
• Ability to manage multiple tasks and projects simultaneously.
• Strong communication and interpersonal skills.
• Proficiency in Microsoft Office Suite.
• Ability to handle confidential information with discretion.
• Knowledge of university protocols and ceremonial procedures.

Benefits

Commensurate with experience.

Pay

$50,000 - $60,000

Schedule

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