Operations and Financial Coordinator

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

Position Summary:

The Brain Institution at Florida Atlantic University is seeking an Operations and Financial Coordinator in Jupiter, FL.

Join a dynamic and collaborative research environment as an Operations and Financial Coordinator, where you will play a critical role in supporting financial management, research administration, and human resources operations. Reporting to the Director of Research Programs and Services, this position serves as a key partner to faculty and leadership, ensuring the seamless coordination of budgets, grant activity, and administrative functions. This is an excellent opportunity for a detail-oriented professional who thrives in a fast-paced academic setting and enjoys contributing to impactful research and program initiatives.

Financial Responsibilities:

• Perform budget reports and track account balance data.

• Submit budget amendments, costing allocation changes, and accounting adjustments as needed for the Institute; flag account deficits and problem-solve to fix financial issues.

• Manage a purchasing card (p-Card) and order and complete expense reports by following university purchasing and procurement policies and regulations.

Research Administration:

• Pre-Award: Assist faculty on the submission of federal, state, and foundation grant submissions; help develop budgets, budget justifications, and checklists; utilize Novelution for the routing of submissions for internal approvals as well as grant portals for final submissions. 

• Post-Award: Manage post-award activities, including regular review, reconciliation, budget changes, financial projections, financial reports, effort reporting, and close-out activities; communicate with faculty as needed on balances and research portfolio updates.

Human Resources Partner:

• Serve as the Institute’s primary HR partner by assisting with hiring, submitting job requisitions, recruitment management, OPS job extensions, and other job changes, as well as coordinating visa applications.

• Gather data from hiring manager such as costing allocations, account(s) to use for effort, job descriptions, and information needed for offer letters.

Neuroscience Graduate Program:

• Assist with budgeting for the Neuroscience Graduate Program.

• Submit job extensions and student stipends each semester with coordination of account(s) to use for salary; request tuition waivers for graduate students; and submit reimbursements for health care costs, membership dues, and recruitment/travel costs.

• Utilize Banner to track the posting of tuition waivers and reimbursements.

General Institute:

• Learn university procedures and policies to carry out the work and assist with others’ training.

• Serve as lead on purchase orders for the team, including the tracking and monitoring of obligating purchase orders.

• Be a delegate for several team members in Workday and assist with submitting expense reports as well as spend authorizations

• Cross-train and serve as a backup for others on the administrative team.

• Submit IT tickets or maintenance work orders as requested.

• Assist with event planning as needed.

• Manage a FedEx account to assist with important deliveries.

• Create business accounts for Amazon, Walmart, and other businesses as necessary.

• Other job-related responsibilities as assigned by the Director of Research Programs/Services and the Institute Executive Director.

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