Foundation Board Relations Coordinator

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 more than 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.

Supports the efforts of the FIU Foundation Board by providing high-touch board and operations management. In collaboration with the Senior Director and the Office of the Senior Vice President, this position manages the many administrative functions for the FIU Foundation Board of Directors,any designated and sub-committees of the Board, as well as, Foundation -owned real estate holdings. 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. Liaises with both internal departments and outside vendors to aid in successful board management

• 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 Senior Director with periodic briefing updates on progress of upcoming meetings and events.
• Coordinates and executes all operational and fiscal functions of the Foundation Board Relations and Real Estate Office. Monitors all expenditures and tracking. Keeps Senior Director and Assistant Director abreast of budgetary expenses and any concerns. Meets regularly with Advancement Budget & Operations area to participate in resolving 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 Senior Director with drafts for review and leadership approval.
• Supports the execution of expenditures and fiscal functions related to insurance renewals and real estate holdings, ensuring accurate coordination and documentation.
• 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.
• 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.
• 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.
• 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. Assists with posting of Board and Committee materials for secure transmission to Directors via the electronic Board portal.
• 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.
• 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.
• 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.
• 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.
• 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.

Bachelor's degree and two (2) years of office or related experience providing administrative support, or coordinating functions of an office or department.

Administrative

$45,000-$50,000

Begin Time: 8:30 AM

End Time: 5:00 PM

Expanded Background Check

Must attend meetings off campus and occasionally attend functions on weekends and evenings

Ability to work flexible hours as needed.

Ability to work occasional evenings, weekends, and at locations outside of the University

Ability to travel locally

Experience working with volunteer leadership boards.

Experience in creating agendas and preparing minutes for meetings.

Experience in coordinating large-scale events.

Prospective Employee

If you have not created a registered account, you will be asked to create a username and password for use of the system. It is recommended that you provide an active/valid e-mail account as that will be the main source of communication regarding your status within the process. In this account, you are able to track your applicant status in "My Applications".

To be considered eligible for the position as an internal candidate, departmental staff must meet minimum requirements of the position and be in good performance standing.

Before you begin the process, we recommend that you are prepared to attach electronic copies of your resume, cover letter or any other documents within the application process. It is recommended that you combine your cover letter and resume/curriculum vitae into one attachment. Attached documents should be in Microsoft Word or PDF format. All applicants are required to complete the online application including work history and educational details (if applicable), even when attaching a resume.

*This posting will close at 12:00 am of the close date.

Clery Notice

In compliance with the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, the University Police department at Florida International University provides information on crimes statistics, crime prevention, law enforcement, crime reporting, and other related issues for the past three (3) calendar years. The FIU Annual Security report is available online at: https://police.fiu.edu/download/annual-security-fire-safety-report/.

To obtain a paper copy of the report, please visit the FIU Police Department located at 885 SW 109th Avenue, Miami, FL, 33199 (PG5 Market Station).

Pay Transparency

Florida International University will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information.

FIU is a State University System of Florida member, Equal Opportunity, Equal Access, and Affirmative Action Employer for individuals with disabilities and veterans. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, national origin, disability, or protected veteran status. For inquiries regarding nondiscrimination, contact FIU's Office of Civil Rights Compliance and Accessibility at 305.348.2785 or email ocrca@fiu.edu.