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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 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 PerksIf 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.

+ 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

+ 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:

A high school diploma and five years of appropriate experience required. Appropriate college coursework or vocational/technical training may substitute at an equivalent rate for the required experience.

Preferred Qualifications/Skills:

Two years of appropriate administrative work, event planning, or related skills.

Salary:

$19.25 - $24.25 per hour.

College or Department:

IBRAIN: Operations

Location:

John D. MacArthur Campus - Jupiter

Work Days and Hours:

Monday - Friday, 8:30 a.m. - 5 p.m. Occasional evenings and weekends as needed.

Application Deadline:

2025-11-12

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 access/equal opportunity employer that complies with all applicable federal and state laws regarding nondiscrimination. If you require an accommodation to participate in any part of the recruitment process, please contact Florida Atlantic’s Office of Civil Rights and Title IX at 561-297-3004 or send an email to [email protected]. To contact Human Resources, please call 561-297-3057 or email [email protected]. For communications assistance, call 7-1-1.

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

Consumer Information

Visit Florida Atlantic's Consumer Information (https://www.fau.edu/finaid/resources/other-resources/#consumer-info) page for more information about financial aid, its campus, facilities, student athletes, campus security, fire safety, as well as preventing drug and alcohol abuse. Paper copies are available upon request by contacting the Office of Student Financial Aid.

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.