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Supports the efforts of the FIU Foundation Board by providing high-touch board and operations management. In collaboration with the Executive Director and the Office of the Senior Vice President, this position manages the many administrative functions for the FIU Foundation Board of Directors, as well as any designated and sub-committees of the Board.&nbsp; Requires knowledge of business administration and office practices and procedures to perform moderately complex duties in supporting operations of the department and Foundation Board. May supervise and evaluate, as needed, the work of students and board meeting support staff. &nbsp;<ul><li>Manages scheduling for over 100 board meetings, retreats, campus visits, planning sessions, and/or conference/zoom calls with Board and committee members, donors, and university administrators. Will make travel and/or attendance arrangements for Foundation Board Relations team, Board members and guests, when needed. Provides Executive Director with periodic briefing updates on progress of upcoming meetings and events.</li><li>Coordinates and executes all operational and fiscal functions of the Foundation Board Relations Office. Monitors all expenditures and tracking. Keeps Assistant Director abreast of budgetary expenses and any concerns. Meets regularly with Advancement Budget &amp; Operations area to participate in resolving of any issues that may arise. Processes all vicinity expenses, Travel Authorizations, and reimbursements including collection of receipts and Budget Tracker entries to ensure timely processing. Manages vendor process, proposals, and contracts, providing Executive Director with drafts for review and leadership approval.</li><li>Oversees all Foundation Board attendance RSVP and records using Qualtrics, Microsoft Office, and Raiser's Edge NXT. Analyzes and prepares attendance reports for meetings, events, and historical records. Drafts post-meeting attendance letters for absentee Directors for leadership review, signature, and distribution.</li><li>Serves as the Pro-Card User for procurement and departmental purchases. Assures compliance and adherence to university credit card policies and procedures. Ensures that all actions are processed in accordance with University policies. Makes recommendations for further streamlining of process.</li><li>Prepares and distributes material for Board of Directors and Board Committee meetings. Works with Foundation Board Relations team to ensure that meeting materials are accurate, detailed, relevant, and have a consistent and useful format. Considers perspective of Board members and other constituent groups to anticipate needs and/or questions related to documentation.</li><li>Manages the Board of Directors website and portal to ensure its functionality and that the contents are current and accurate. Manages the donor database relating to Board member giving and contact information to ensure its accuracy. Initiates requests for profiles and board dossiers on individuals for upcoming board meetings. Maintains user access and settings for the electronic Board portal, reviews, and compiles Board and Committee materials for secure transmission to Directors via the electronic Board portal.</li><li>Monitors and prioritizes day-to-day operational matters including board membership updates, historical records, correspondence, data archiving, research, and report preparation. Provides operational and administrative support as requested by Executive or Assistant Directors. Responsible for effective and efficient filing, record keeping and procedural items for area. May oversee lower-level staff/students.</li><li>Liaises with university administrators and staff, board members, and prospects. Serves as liaison between the department and other agencies, departments, and vendors. Collaborates with other administrative support team members to provide high level operational support to Foundation Board Relations team.</li><li>Manages University Advancement staffing assignments, meetings, and training for annual board meetings and events. Coordinates budgetary and travel authorization guidelines for annual destination meetings and events, providing guidance to division-wide departments. Serves as the main contact for staff during travel meetings coordinating hotel room blocks and transportation manifests. Travels in support of annual destination meetings and events.</li><li>Oversees and ensures the collection of, and handles, annual Board member give and get contributions in the forms of checks, stocks, and other negotiable securities. Prepares all documentation for processing of Deposit Transmittal and Foundation Invoices. Maintains confidential access to sensitive information regarding gifts and donor records. Prepares documentation for processing of Deposit Transmittal and Foundation Invoices. May handle donated funds in the forms of checks, stocks, and other negotiable securities.</li><li>Answers and responds to incoming telephone calls, messages, correspondence, and board relations data requests on behalf of the department. Uses initiative and judgment to address to determine items requiring leadership intervention and/or addresses matters requiring immediate attention. Utilizes discretion and maintains confidentiality in the receipt and handling of information.</li></ul>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.

Coordinator Administrative Services

At West Coast University, we share a passion for students and transforming healthcare education! As a faculty member for a certified Great Place to Work, you will join a collaborative, student-centric culture valuing academic integrity, mutual respect, student learning, service, responsiveness, innovation, diversity, and stewardship.&nbsp; As a part of this team, you will guide students to do more than change their own lives – you will help change the lives of every patient they care for throughout their career.You will make an impact by:&nbsp;<ul><li>Answering all incoming calls, directing calls to appropriate individual or department, taking messages and/or handling caller’s inquiries whenever possible.</li><li>Opening building and retrieving general voicemail messages received during non-business hours and direct to appropriate person for follow-up.</li><li>Greeting incoming visitors, determining the nature of their business, and contacting individuals or departments to notify them of their presence.</li><li>Picking-up, date-stamping, sorting, and delivering in-coming and out-going mail and all general correspondence as needed.</li><li>Assisting in planning and preparation of meetings and conference room scheduling.</li><li>Performing general data entry function as required.</li><li>Maintaining the general filing system and filing all correspondence.</li><li>Monitoring and maintaining an adequate inventory of office supplies.</li></ul>Your Experience Includes:<ul><li>Minimum six months of experience performing receptionist or general clerical duties, communicating with the public by telephone and in person; or an equivalent combination of training and experience.</li><li>Experience with operation of a multi-line telephone system preferred and handling a high volume of telephone calls with courtesy, speed and accuracy.</li><li>Experience with computer and other standard office equipment.</li><li>Knowledge of basic office procedures.</li><li>Experienced with MS Office.</li></ul>Education:<ul><li>High school graduate required.</li></ul>

West Coast University

Receptionist

The Office of Finance &amp; Administration for University Advancement is currently seeking a Temporary Administrative Support professional to join their team.&nbsp; This position will assist with budgetary functions, including but not limited to maintaining budget files and spreadsheets. &nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; Duties include:<ul><li>Prepares and processes Travel Authorizations, Expense Reimbursements and purchasing requisitions using PantherSoft Financials for Advancement staff.</li><li>Prepares requisitions or invoices for needed supplies, equipment and other services.</li><li>Processes monthly DSO reimbursement forms</li><li>Assists with gathering backup documents for timely credit card reconciliation</li><li>Assists in monitoring and reconciling monthly expenses for departments.</li><li>Assists with projects/reports relating to department budget and expenses.</li><li>Assists with updating the department’s contract log repository</li><li>Assists in the maintenance of property records.&nbsp; Completes forms for transfer and surplus of property.</li><li>Updates and maintains the division budget trackers with all expense transactions.</li><li>Assists in the management of the department’s electronic filing system.</li><li>Uploads requisitions, reimbursement and paid invoices, and other documents to the &nbsp;SharePoint e-Archive repository.</li><li>Assists with special projects, including research and draft reports.</li><li>Provides support to department staff on special projects as needed.</li><li>Makes copies, and scan documents as needed.</li></ul>Minimum Qualifications:<ul><li>High School Diploma or GED and 2 years of experience; OR an equivalent combination of relevant education and/or experience.</li></ul>

Temporary Administrative Support

Supports the vision and mission of the FIU Foundation by assisting the SVP &amp; CEO of the FIU Foundation and the Sr. Director in management and coordination of administrative functions of the Office of the SVP and the Foundation Board of Directors. Works in collaboration with the Dr. Director, senior leadership, and administrative staff to provide high level support to those offices. Ensures management and scheduling of corresponding activities resulting in operational and service excellence. Maintains a high level of public relations, confidentiality, and professionalism when representing the office. Provides leadership and oversight in the coordination and execution of special events.&nbsp; &nbsp;<ul><li>Responsible for calendar management of SVP &amp; CEO and Sr. Director, using discretion for time and availability. Schedules major development activities that the SVP &amp; CEO and Sr. Director are hosting and ensures effective scheduling for activities that require their presence. Coordinates and arranges appointments and accommodations for meetings and conferences, in addition to small events with donors, board members, administrators, deans, and/or the president. &nbsp;</li><li>Plans business trips, prepares itineraries and other supporting materials for SVP &amp; CEO. Creates, reviews, and disseminates travel itinerary, lodging and other logistics. Gathers, prepares, and presents supporting documentation, research, etc. in preparation for travel. Creates TARs for processing and approvals. Retrieves all receipts and necessary documentation immediately following completion of travel.</li><li>Provides key administrative support to the SVP &amp; CEO and the Sr. Director. Anticipates and prepares a wide variety of materials needed for meetings, appointments, calls, conferences, etc., including research, agendas, and presentations.&nbsp; Arranges reservations and necessary equipment for meetings, conferences, and events. Prepares and distributes meeting and calendar invitations, notifications and updates, and related briefing materials.</li><li>Serves as primary point of contact for administrative operations and matters pertaining to the Office of the SVP. Supervises all temporary and student staff and informs of all administrative and communications policies, procedures, practices, protocols. Interacts with various university administrators and staff. May serve as initial point of contact and liaison between the office and other departments, agencies, vendors, and constituent groups. Serves as liaison for coordination of complex administrative items and initiatives under leadership of Sr. Director.</li><li>At the direction of the Sr. Director, works with UA units to ensure projects align with FIU Foundation goals. Serves as lead administrative professional of the Foundation, providing direction in alignment with strategic goals and objectives. Hosts biweekly meetings with administrative and operational staff to share pertinent updates, gather valuable information and feedback, and to answer questions, as needed.</li><li>Gathers, assembles, and summarizes information for the Sr. Director in response to sensitive and/or confidential matters and inquiries. Drafts, monitors, and prioritizes correspondence, memoranda, forms, manuals, and reports using appropriate software tools. Monitors and coordinates flow of correspondence and other materials requiring review and approval within the office. Develops interpersonal contacts and relationships with peers, colleagues, and partners across the institution.</li><li>Prioritizes items that require the SVP's immediate attention. Appropriately responds to requests for information and escalates matters to appropriate parties, when necessary.</li><li>Evaluates office functions and makes recommendations for continuous improvement, as necessary. Provides follow-up on pending actions, facilitates workflow, and implements office procedures. Assists in developing internal processes and protocols for smooth operations and flow of information.</li><li>Works with Sr. Director to prepare and manage departmental budget. Tracks and monitors all procurement, expenditures, and miscellaneous expenses. Provides quarterly updates to Sr. Director for updating of budget activity. Facilitates the procurement of supplies, materials, and other resources needed to support strategic initiatives and program direction. Makes recommendations for further streamlining of process.</li><li>Works directly with Sr. Director in aiding for effective execution of Foundation Board of Directors meetings and corresponding events. Reaches out to board members on behalf of the SVP &amp; CEO, receives RSVPs, and collaborates with Foundation Board Relations staff members to execute on board logistics.&nbsp; Provides indirect support during peak periods and events and/or meetings that may fall outside of business hours. Completes tasks as assigned by Sr. Director.</li><li>Provides leadership and support in the coordination and execution of all&nbsp; related events for the SVP, Foundation Board, and other special events.&nbsp; Provides administrative support to staff as directed by the Sr. Director.</li><li>Establishes regular update meetings with internal event staff to discuss upcoming events and logistics. Reinforces, solidifies, and manages the Presidential Request and Event Briefing process throughout UA and development units across the university.</li><li>In conjunction with the Sr. Director, serves as the conduit for information flow between the Division and the Office of the President. Serves as liaison, maintaining a high level of public relations and interaction with senior administration, staff, faculty, donors, and community and board members.</li><li>Exercises independent thought, initiative, and judgement in the implementation of administrative activities and decision making. Recognizes, anticipates, and responds to internal concerns and/or issues. Creates and implements streamlined processes for review, approval, and follow-up on items.</li><li>Serves as a University card user for departmental transactions. Adheres to University credit card policies and procedures.</li><li>Reconciles monthly P-Card Statement for SVP and CEO and manage corresponding financial forms that require Presidential approval. Serves as an approver for monthly P-Card reconciliations for several team members. Assures compliance and adherence to University credit card policies and procedures.Collaborates with Advancement Finance Team to process expense reports, invoices, and DSO's reimbursement forms.</li></ul>Minimum Qualifications:Bachelor's degree and four (4) years of office or related experience providing administrative support, or coordinating functions of an office or department; OR eight (8) years of office or related experience providing administrative support, or coordinating functions of an office or department; OR an equivalent combination of relevant education and/or experience.

Senior Executive Assistant

Responsible for the administrative research process for an assigned unit/department. This includes pre-award and post award administration activities of philanthropic agreements, such as grants and contracts awarded to the University. Advises Development Officers on the most effective ways to achieve an effective quality proposal and contract and coordinates a timely submission process, ensuring appropriate approvals. Provides compliance/oversight and provides ethical management of funds. &nbsp;<ul><li>Oversees the pre-award and post award administration of grants for an assigned unit/department.</li><li>Provides guidance to department, college administrators, and faculty members on all fiscal and administrative grant related matters.</li><li>Assists Development Officers with the development of external funding opportunities, including preparation of budget, budget modifications, and transfers. Reviews sponsor guidelines to ensure proposals have strict adherence</li><li>Evaluates expenditures documents according to federal, state, university, and sponsor guidelines for grant allowability and appropriateness.</li><li>Works closely with the Principal Investigators and the Office of Research and Economic Development to review all expenditures and ensures all projects closeouts are processed accordingly. Communicates with appropriate units to review all terminations, pending expenses and encumbrances before the completion of project.</li><li>Serves as liaison with the Office of Research and Economic Development (ORED) and Advancement in the administration of grants.</li><li>Works closely with the Office of General Counsel, DRS, Foundation Finance, Development Leadership in analyzing and reviewing philanthropic agreements.</li><li>Interprets and implements procedures as they apply to assigned areas of responsibility. Provides recommendations on changes on policy/procedures as necessary.</li></ul>Minimum Qualifications:<ul><li>Bachelor's degree and one (1) year of related experience; OR five (5) years of related experience ; OR an equivalent combination of relevant education and/or experience.</li></ul>

Grant Administrator 1

The FIU Foundation Gift Services department is currently seeking to fill a Temporary Administrative Support position.&nbsp;This position will provide clerical and administrative support to the team and assist with the day to day operations for the area.&nbsp; &nbsp;&nbsp;Job Duties include:<ul><li>Responsible for scanning documents into OneDrive, such as Gift agreements, pledges, events, etc.</li><li>Responsible for sending receipts, pledge reminders, and processing return mail.&nbsp;</li><li>Assist the Gift Services staff with ongoing projects.&nbsp;</li><li>Maintains inventory of office supplies and assists with supply orders as needed.&nbsp;</li><li>Communicates with units for deposit transmittal's and assists with creating deposit transmittal's for checks with no Development Officers (DO) assigned to the&nbsp;Foundation following the donor’s intent.&nbsp;</li><li>Responsible for creating GIK (Gift in Kind), stocks, AT (Athletics) and regular receipts daily.&nbsp;</li><li>Responsible for the biographical update queue through ImageNow.&nbsp;</li><li>Assists the Development Officers from other units on maintaining up to date information in the system.&nbsp;</li><li>Works on special projects to support the FIU Foundation Unit.</li></ul>Minimum Qualifications:<ul><li>High School Diploma or GED and 2 years of experience; OR an equivalent combination of relevant education and/or experience.</li></ul>

6 Administrative Jobs in Miami, FL, USA