Job Description:

Apply now to join FAU on its race to excellence.

For more information on everything FAU has to offer, please visit www.fau.edu/jobs.

Note: Current FAU employees must apply as an internal applicant by logging into their existing Workday employee account.

Position Summary:

Florida Atlantic University is seeking an Administrative Coordinator, Emergency Medicine - Boynton Beach, FL.

As the Administrative Coordinator for the Department of Emergency Medicine within the College of Medicine, this role will provide administrative support to the Chair and Faculty in the department in the realms of education, research, and clinical activity. The Administrative Coordinator works collaboratively with faculty members, staff, leadership, research teams, and external clinical partners in support of the goals of the Department of Emergency Medicine (EM). The Administrative Coordinator will represent the Department of EM in a professional and collegial manner that fosters and maintains a collaborative, engaging, and positive work environment.

Summary of Responsibilities:

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  Assist the Chair of Emergency to strategically plan, coordinate, and oversee daily administrative operations, projects, and related administrative activities.

  
  


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  Coordinate and facilitate effective and timely communication between the Chair and important constituents including faculty, students, University leadership, faculty administrators, staff, and external partners.

  
  


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  Coordinate meetings and manage the Chair's calendar.

  
  


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  Schedule travel arrangements for the Chair, faculty members and department visitors.

  
  


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  Facilitate annual evaluations and related meetings for all direct reports to the Chair.

  
  


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  Assist the Chair with resolving issues and ensure that established deadlines are met.

  
  


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  Maintain essential records and personnel files for the Department of EM.

  
  


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  Attends meetings on behalf of the Chair as directed by the Chair.

  
  


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  Manage all fiscal-related processes for EM, including financial transactions for the Chair, expense reports, and maintaining fiscal year deadlines.

  
  


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  Serve as the clinical department's lead HR partner to coordinate and process all new faculty and staff positions, including completion and processing of appointment request forms, assembly of required documentation, and collection of appropriate approval signatures.

  
  


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  Serve as the primary point of contact for department job applicants, managing logistics for search committee meetings, virtual, phone and in-person interviews, preparing and tracking feedback surveys, ensuring receipt of hiring package materials, and reimbursing candidates for out-of-pocket expenses both for interviews and post hire moving expenses.

  
  


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  Assist with the administrative component of grant application processes, ensuring timely submission of grant proposals, letters of intent, and required documentation.

  
  


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  Collaborate with internal departments, including Finance and Research, to ensure proper management of grant finances and adherence to institutional policies.

  
  


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  Assist in coordinating research project activities, as assigned by the Chair, including meetings, data collection, and communication with research team members and external collaborators.

  
  


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  Maintain meticulous records of grant-related correspondence, documents, and financial transactions.

  
  


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  Serve as a liaison between the Chair, research team, and administrative departments, fostering effective communication and collaboration.

  
  


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  Support the Chair in fostering and maintaining relationships with funding agencies, partners, and stakeholders.

  
  


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  Perform other administrative duties as required to support the effective functioning of the EM department.

  
  

The College of Medicine at Florida Atlantic University seeks scholars who are committed to supporting the learning needs of students from diverse backgrounds and to thoughtfully engaging all communities in higher education. Florida Atlantic University embodies a culture of strategic and collaborative community engagement that results in mutual benefit to the institution and the various internal and external communities that it serves.

FAU Benefits and Perks:

If Benefits & Perks are important to you, then FAU is the place to be! Working at FAU has its perks! In addition to helping drive change and having a positive impact by supporting our students, staff, and faculty, FAU offers:

• Excellent benefit packages including Medical (PPO/HMO $50 per month single & $180 per month family), Dental, Vision, Life Insurance, Flexible Spending plans, Employee Assistance Program (EAP) and much more.


• State retirement options including tax-deferred annuities and Roth 403(b) plans.


• State employees Public Service Loan Forgiveness (PSLF) program - https://studentaid.gov/manage-loans/forgiveness-cancellation/public-service
  


• Flexible work arrangement plans - https://www.fau.edu/hr/employee_relations/flexwork.php
  


• Sick Leave Pool Program


• Paid time off (eligible employees) including vacation and sick leave, 1 personal day, 9 paid holidays, and paid winter break (at President's discretion).


• Paid Community Engagement Volunteer Service Day - https://www.fau.edu/hr/documents/community-engagement-volunteer-leave4-2015.pdf
  


• Employee Educational Scholarship Program (EESP) for eligible Staff/Faculty - Tuition assistance after 6 months of full-time employment. For in-unit faculty, the EESP program may be extended to spouses and dependent children (eligibility rules apply).

For details on FAU's amazing offers visit us at https://www.fau.edu/hr/benefits/index.php

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Minimum Qualifications:Masters degree from an accredited institution in an appropriate area of specialization; or Bachelors degree from an accredited institution in an appropriate area of specialization and two (2) years of appropriate experience required.


PREFERRED QUALIFICATIONS/SKILLS:
Bachelors and three (3) years prior experience in office management preferred.


Strong organizational skills and attention to detail, with the ability to manage multiple tasks and projects simultaneously.


Excellent communication skills, both written and verbal, to effectively interact with faculty, researchers, administrators, and external partners.


Proficiency in budget management and financial reporting.


Ability to work independently and collaboratively within a dynamic team environment.


Proficiency in Microsoft Office Suite and other relevant software applications.


Demonstrated ability to handle sensitive and confidential information with discretion.


Strong problem-solving skills and a proactive attitude toward challenges.


Adaptability to changing priorities and deadlines.


Experience with medical terminology and operation of medical education protocol and operations."
Salary:$51,198 - $55,000 per year


Exempt Administrative, Managerial, Professional (AMP)
College or Department:College of Medicine
Location:Clinical - Off Campus Location (COM use only)
Work Days and Hours:Monday - Friday, 8 a.m. - 5 p.m., including some evenings and weekends as needed.


Eligible for flex scheduling at the discretion of the supervisor.
Application Deadline: 2025-01-17
Special Instructions to Applicant: This recruitment has been reopened; all previous applicants are still under consideration and need not reapply. This position may close without prior notice.


APPLICATION DOCUMENTS REQUIRED:
Resume


OFFICIAL SEALED TRANSCRIPTS REQUIRED:
Final candidate will be required to have official, sealed transcripts and original NACES evaluation, if applicable, sent from their educational institution to Human Resources prior to the start of employment.


PRE-EMPLOYMENT SCREENINGS REQUIRED:
Selected candidates must successfully complete and pass all employment screenings prior to the start of employment. Employment screenings may include a criminal background check (level I and level II), motor vehicle check, credit check, reference checks, alcohol, and drug screening check.


REQUEST FOR ACCOMMODATIONS:
Individuals with disabilities requiring accommodations may contact Human Resources at 561-297-3057. For inquiries concerning employees, job applicants or other available accommodations, please email accommodate@fau.edu or call the Office of Civil Rights and Title IX at (561) 297-3004.


As a Hispanic-serving institution, Florida Atlantic University (FAU) is one of the most racially and ethnically diverse institutions in the Florida state university system. We are committed to recruiting and retaining talented faculty and staff. We embrace our shared responsibility to create and celebrate a welcoming and inclusive campus environment for all. Our community features excellent schools, a vibrant and safe community, and a sub-tropical climate conductive to year-round outdoor activities. Apply Now