The Administrative and Finance Coordinator will provide essential support to the Division of Administration and Finance. This role will oversee various administrative duties within the university as well as manage financial records, processing transactions, preparing reports, assisting with budgeting, and supporting office administrative functions. The ideal candidate will be highly organized, detail-oriented, and proficient in financial software. This role reports directly to the EVP/CFO.
Essential Functions:
• Assist with the processing of invoices, verify payment requests, and ensure timely payments to vendors and contractors.
• Maintain and update financial records, ensuring compliance with internal policies and regulatory requirements.
• Perform monthly reconciliations of the EVP's credit card statements to ensure accuracy.
• Review and approve staff expense reports, ensuring alignment with company policies.
• Assist in gathering documents and preparing for audits and tax filings, ensuring proper documentation for tax reporting.
• Provide administrative support to Executive Vice President & CFO.
• Coordinate meetings, travel arrangements, and communication between departments, ensuring efficient workflow and team collaboration.
• Maintain organized filing systems (both digital and physical), ensuring ease of access to financial and administrative records.
• Serve on ad-hoc committees as assigned by the EVP/CFO.
• Provide administrative support to leadership and staff, including preparing presentations, reports, and other documentation as needed
• Serve as secretary to all Board of Trustee committees assigned to the EVP/CFO.
• Prepare monthly, quarterly, and annual financial reports for management, highlighting key metrics and any areas of concern.
• The omission of specific duties does not preclude the supervisor from assigning duties that logically relate to the position.
Knowledge Skills and Abilities:
• Strong organizational skills and attention to detail.
• Proficiency in accounting software (Jenzabar/J1) and Microsoft Office Suite, particularly Excel (pivot tables, formulas, etc.).
• Strong written and verbal communication skills with the ability to collaborate across various teams.
• Excellent time management skills with the ability to prioritize and manage multiple tasks simultaneously.
• Ability to maintain accuracy and integrity of financial data and administrative tasks.
• Moderate physical activity. Requires handling objects of average weight up to fifty (50) pounds or standing and/or walking for more than four (4) hours per day.
Minimum Requirements:
• Completion of 60 or more post-secondary credit hours, or a related field.
• At least 2-3 years of experience in an administrative support or finance role, with exposure to accounting, budgeting, and financial reporting.
• Flexibility to work outside of normal business hours.
Pre-Employment Requirements:
• Criminal background check
Florida Memorial University is an Equal Employment Opportunity Employer. In compliance with the American Disabilities Act (ADA), those functions of the job that are identified as essential are required to be performed with or without reasonable accommodations. Requests to facilitate
the performance of essential functions will be considered.
Skills Required
- Completion of 60 or more post-secondary credit hours or related field
- At least 2-3 years of experience in an administrative support or finance role with exposure to accounting, budgeting, and financial reporting
- Proficiency in accounting software (Jenzabar/J1)
- Proficiency in Microsoft Office Suite, particularly Excel (pivot tables, formulas)
- Strong organizational skills and attention to detail
- Strong written and verbal communication skills and ability to collaborate across teams
- Ability to prioritize and manage multiple tasks; excellent time management
- Ability to maintain accuracy and integrity of financial data
- Moderate physical activity: handle objects up to 50 pounds or stand/walk more than four hours daily
- Flexibility to work outside of normal business hours
- Criminal background check (pre-employment)
What We Do
Florida Memorial University is a private, coeducational, and Baptist-affiliated historically black college (HBCU) located in Miami Gardens, Florida. Established in 1879 as the Florida Baptist Institute, it is one of the oldest academic centers in the state and the only HBCU in South Florida. The university is committed to providing hope and opportunity through a diverse academic community, fostering the growth and excellence of its students.
