Administrative Coordinator

Administrative Coordinator - Boca Raton, FL

Florida Atlantic University is seeking an Administrative Coordinator to 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.

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.