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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 Executive Coordinator - Boca Raton, FL.

The Executive Coordinator for the Dean’s Suite at the College of Medicine serves as an integral partner to the Dean and Associate Dean for Finance and Administration, providing high-level administrative support. This dynamic role demands a highly organized, resourceful, and proactive individual who can manage complex schedules, streamline office operations, and maintain professionalism in all interactions. The ideal candidate will be an experienced executive support professional who possesses the discernment and tact needed to effectively manage the Dean's Suite and support strategic initiatives within a fast-paced academic healthcare environment.

Summary of Responsibilities:

+ Take full ownership of the complex calendars for the Dean and Associate Dean for Finance and Administration. Coordinate and prioritize meetings, appointments, and travel arrangements, ensuring efficient use of time and alignment with institutional priorities. Proactively manage changes and anticipate scheduling conflicts.

+ Serve as the backup receptionist for the Dean’s Suite, greeting visitors, answering phones, and directing inquiries to the appropriate departments, ensuring a welcoming and professional atmosphere for both internal and external stakeholders.

+ Provide comprehensive administrative support, including preparing meeting agendas, materials, and presentations. Act as a trusted point of contact for both the Dean and Associate Dean for Finance and Administration, responding to inquiries and ensuring timely follow-up on key action items.

+ Serve as the main point of contact for internal and external stakeholders, including faculty, staff, students, and partners. Demonstrate discretion and professionalism in managing communication, ensuring that requests and inquiries are addressed promptly and appropriately.

+ Oversee the smooth day-to-day operations of the Dean’s Suite, including managing office supplies, maintaining office technology, supervising student workers, and ensuring the functionality of the physical workspace. Ensure that resources are allocated efficiently and effectively.

+ Handle sensitive and confidential information with the utmost professionalism, ensuring compliance with privacy and security regulations. Exercise sound judgment when managing communications or documents that require confidentiality.

+ Draft, review, and edit documents, presentations, and reports for the Dean and Associate Dean for Finance and Administration. Ensure that all materials are of the highest quality, meeting institutional standards and reflecting the priorities of the College of Medicine.

+ Foster communication and collaboration between the Dean’s Suite and other departments within the College of Medicine. Facilitate the flow of information to support initiatives and keep projects on track.

+ Perform additional responsibilities and support special projects as needed, in alignment with the evolving needs of the Dean’s Suite and the College of Medicine. This may include assisting with high-priority initiatives, coordinating cross-departmental efforts, or handling unforeseen tasks that require discretion, adaptability, and professional judgment. The role demands a proactive approach to identifying opportunities to support the leadership team and contributing to the overall success of the College.

T he 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) (https://studentaid.gov/manage-loans/forgiveness-cancellation/public-service) program.

+ 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:

Master's degree from an accredited institution in an appropriate area of specialization; or a bachelor's degree from an accredited institution in an appropriate area of specialization and two years of appropriate experience required.

Preferred Qualifications/Skills:

Master’s degree in a related field.

Five - seven years of experience in an administrative role, with a focus on supporting senior leadership or academic administration.

Previous experience in higher education, healthcare, or academic medicine.

Exceptional organizational skills, with the ability to manage multiple high-priority tasks and anticipate the needs of the Dean and Associate Dean for Finance and Administration.

Superior communication skills, both written and verbal, with a professional and polished demeanor when engaging with internal and external stakeholders.

Proficiency in managing executive calendars and complex scheduling, with an ability to adjust for last-minute changes and shifting priorities.

Strong problem-solving abilities and a proactive, solutions-oriented approach to work.

High level of proficiency in Microsoft Office Suite and other office management tools.

Professionalism and discretion in handling confidential and sensitive information.

Strong interpersonal skills, with the ability to maintain a calm and positive presence in high-stress situations.

Ability to work independently and efficiently, while maintaining a collaborative and team-oriented approach.

Salary:

$56,000 - $71,000 per year.

College or Department:

COM: Administrative & Financial Operations

Location:

Boca Raton

Work Days and Hours:

Monday - Friday, 8 a.m. - 5 p.m. Occasional nights and weekends as needed.

Application Deadline:

2025-06-01

Special Instructions to Applicant:

APPLICATION DOCUMENTS REQUIRED:

Resume

Cover letter

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 the Office of Civil Rights and Title IX at 561-297-3004 or send an email at [email protected]. To contact Human Resources, please call 561-297-3057. For communication assistance call 7-1-1.

Florida Atlantic University is where your future begins.

With over 30,000 students from all 50 states and over 180 countries, 21 intercollegiate teams, 180 plus degree programs, and an administration that thrives on discovery and excellence, Florida Atlantic University is pushing the boundaries of higher education. At FAU, the faculty and staff are trailblazers and innovators with a passion for finding creative solutions while advancing science, art and technology in all disciplines. Student success, excellence and community engagement are some of our highest values as a university. These values are prominent throughout FAU's community and are essential to the employee experience. FAU is committed to the principles of engaged teaching, research and service, and reflects this commitment as a key Platform in its 2015 - 2025 Strategic Plan. Our work environment is a hub of cultures from across the nation and the world, making FAU a place where collaboration flourishes. All persons aspiring to achieve excellence in the practice of these principles are encouraged to apply.

To learn more about the vision and mission of FAU, please visit: www.fau.edu

In order to be considered for a position, you must apply through this job website. For more information on how to apply for a position, please review the applicable Applicant Tutorial (http://fau.edu/jobs/applicant-resources/) . To contact Recruitment Services, send an e-mail to [email protected].

Florida Atlantic University is an equal opportunity/affirmative action/equal access institution and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veterans status or any other characteristic protected by law.

Individuals with disabilities requiring accommodations may contact the Office of Civil Rights and Title IX at 561-297-3004 or send an email at [email protected]. To contact Human Resources, please call 561-297-3057. For communications assistance call 7-1-1.

Clery Act Information (https://www.fau.edu/police/clery.php)

Florida Statute 1010.35 - Screening Foreign Researchers

Pursuant to Florida law, any applicant or student seeking employment in a research or research-related support position who is a citizen of a foreign country and not a permanent resident of the U.S., or who is a citizen or permanent resident but is affiliated with or has had at least 1 year of employment or training in China, Russia, Iran, North Korea, Cuba, Venezuela, or Syria is subject to additional screening. Applicants meeting those criteria will be required to provide the following information before any offer of employment can be made: every institution of higher education attended; all previous employment since the applicant’s 18th birthday; list of all published material, current and pending research funding from any source, including details about the research, your role, funding source, and amount; list and description of any non-university professional activities; any affiliation with an institution or program in a foreign country. Selected applicants will be required to provide additional information per the Statute, including a complete copy of your passport; and, if available, the most recently submitted DS-160 (Online Nonimmigrant Visa Application).

Florida Atlantic University is an equal opportunity/affirmative action/equal access institution and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veterans status or any other characteristic protected by law.

Individuals with disabilities requiring accommodation, please call 561-297-3057. For communication assistance, call 7-1-1.