Office Administrator

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Position Summary:

Florida Atlantic University is seeking an Office Administrator - Jupiter, FL.

The Office Administrator will play a vital administrative and operational role within the Brain Institute, providing direct support to the Executive Director while overseeing departmental logistics, staff coordination, and event planning. Additionally, the role will support employees and special guests to ensure a welcoming and efficient environment.

Summary of Responsibilities:

General Brain Institute Responsibilities

• Manage the department’s golf cart

• Oversee and serve as a supervisor for the Work Study staff – hiring, scheduling, job assignments

• Serve as an ambassador for the SNBI team for special guests, new employees, and visiting employees from other campuses

• Be a delegate for team members in Workday and submit spend authorizations, expense reports, and reimbursements on behalf of team members as needed

• Serves as primary timekeeper for the department

• Maintain records and important team documentation on the server

• Manage a purchasing card (p-Card) and order and complete expense reports on behalf of team members as requested

• Work closely with the Director of Administrative Operations on updates on account numbers to  use for spend authorizations and expense reports, reimbursements, etc.

• Submit requisitions to purchasing as requested by team members

• Maintain and distribute database of complete Brain Institute members

• Coordinate Brain Institute administration team meetings, draft and distribute minutes

• Manage a FedEx account to assist with important deliveries

• Cross train with the Associate Manager, Business Operations

• Reports to the Director of Administrative Operations

• Assist the Coordinator of the Neuroscience Graduate Program with requisitions, health insurance reimbursements, and other Workday duties

• Serve as office contact to Facilities management and Office of Information Technologies (OIT)

Administrative support for the Executive Director

• Provide administrative support for the Executive Director

• Answer phone calls and assist with meetings of Executive Director

• Provide administrative support to the Executive Director

• Assist with the Executive Director’s calendar, including making appointments, organizing meetings, and prioritizing urgent meetings and matters

• Submit spend authorizations and expense reports for the Executive Director

• Maintain renewable scientific society memberships for Executive Director

• Assist with travel planning for conferences and other business trips

• Serve as a delegate in Workday and assist with facilitating Executive Director’s approval and signature on university paperwork

• Execute special projects as assigned by the Executive Director

Event Coordinator & Liaison

• Serve as the primary staff coordinator for the Neuroscience Seminar Series

• Train and guide an assigned Student Assistant who will assist with the seminar series

• Handle the travel reimbursements and honoraria for the Seminar Series including hotel reservations

• Serves as primary point of contact for the organization/logistical coordination for all Brain Institute events

• Reserve rooms in 25Live

• Liaise with IT, Maintenance and Facilities as needed for IBRAIN events

• Serves as point of contact for food service coordination with Chartwell's, facilities work order requests, equipment service requests, and department parking meter code.

• Assist the Community Engagement team with special fundraising and outreach events, including Brainy Days programs.

• Performs other job related duties as assigned by the Executive Director and Director of Administrative Operations

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 includ