About FIU
Florida International University is a Top 50, preeminent public research university with 55,000 students from all 50 states and more than 140 countries, as well as an alumni network of more than 340,000. Located in the global city of Miami, the university offers more than 200 degree programs at the undergraduate, graduate and professional levels, including medicine and law. FIU faculty are leaders in their fields and include National Academy members, Fulbright Scholars and MacArthur Genius Fellows. A Carnegie R1 institution, FIU drives impactful research in environmental resilience, health and technology and innovation. Home to the Wall of Wind and Institute of Environment, FIU stands at the forefront of discovery and innovation. With a focus on student success, economic mobility and community engagement, FIU is redefining what it means to be a public research university.
Job Summary
Provides advanced administrative, operational, and governance support for the FIU Board of Trustees Office, working directly with the Corporate Secretary and Assistant Chief of Staff to ensure the effective coordination of Board activities, meetings, communications, and related institutional priorities. Manages complex administrative processes, logistical planning, and high-touch services for Trustees, senior University leadership, and key internal and external stakeholders. Serves as a primary point of coordination for Board meetings and events, including planning, preparation, execution, follow-up, and timely communication with Board members. Develops, implements, and continuously improves administrative procedures, workflows, and office practices to support efficient day-to-day operations for the Board of Trustees Office and its collaboration with the Office of the President. Liaises with University departments, executive offices, and outside vendors to support seamless Board operations, service excellence, and the University's governance functions with professionalism, discretion, and sound judgment.
- Manages and oversees the day-to-day operations and administrative functions of the Board of Trustees Office, ensuring efficient execution of Board-related workflows, governance processes, service standards, document management, and office operations. Partners with the Corporate Secretary in advancing operational priorities, enhancing organizational effectiveness, and ensuring alignment with institutional objectives, governance requirements, and best practices.
-
Helps ensure that Board office activities are organized, responsive, and aligned with institutional expectations for professionalism, discretion, accuracy, and service excellence, while coordinating as appropriate with the Office of the President.
-
Directs and manages communications, inquiries, and stakeholder engagement activities involving Trustees, executive leadership, faculty, staff, students, external partners, and community constituents. Exercises independent judgment in resolving complex and sensitive matters, ensuring timely, accurate, and confidential handling of Board-related correspondence, records, communications, and governance documentation.
-
Provides executive-level support to Trustees by managing logistics, briefing materials, travel arrangements, and engagement planning to facilitate informed participation in Board, Board of Governors, and University activities.
-
Works closely with the Corporate Secretary to prepare, review, and coordinateaccurate minutes for meetings of the Board of Trustees and, as assigned, Board committees, helping ensure that official records appropriately capture key discussions, actions, decisions, and follow-up items. Coordinates posting, retention, and distribution of minutes and related records under the direction of the Corporate Secretary and in accordance with applicable laws, regulations, bylaws, policies, and public meeting requirements.
-
Oversees the administration and continuous improvement of Board digital platforms, including Trustee portals, Board websites, document management systems, and meeting technologies. Ensures secure and effective technology solutions support governance operations, Trustee access, hybrid meeting participation, and compliance with accessibility and public meeting requirements.
-
Performs essential duties in any emergencies such as hurricanes and/or any other University emergency closing. The employee is expected to be available to report to work as needed during University emergency closing with appropriate notification of a department administrator.
-
Serves as the University's credit card user for departmental transactions. Adheres to University's credit card policies and procedures. Reviews and reconciles all transactions before submitting for final approval.
-
Directs the governance review and signature routing process for Board Chair actions and official documentation. Provides guidance to University leadership and administrative units regarding governance requirements, submission standards, approvals, timelines, and procedural compliance while ensuring prioritization and timely execution of high-level institutional matters.
-
Leads the logistical and administrative planning for Board of Trustees meetings, committee meetings, retreats, campus visits, planning sessions, conference calls, and related events in collaboration with the Corporate Secretary and appropriate University partners. Supports scheduling, facilities coordination, catering, safety coordination, seating plans, procurement, and budget-related expenditures. Assists with the preparation and distribution of materials, helping ensure they are accurate, timely, complete, and consistently formatted. Anticipates Trustee, leadership, presenter, and constituent needs; attends Board and committee meetings to support meeting execution, presenter coordination, follow-up, and overall consistency and accuracy.
-
Serves as a principal point of contact for governance-related matters, independently evaluating, prioritizing, and responding to sensitive and complex requests involving Trustees, executive leadership, University departments, and external constituents. Recommends appropriate actions and escalates issues strategically to support informed decision-making.
-
Supports Board member participation in University-related activities and events by coordinating invitations, communications, logistics, onsite support, and follow-up, helping provide a seamless Trustee experience and reinforce Board engagement with University priorities and campus activities.
-
Works closely with the Corporate Secretary in implementing short- and long-term initiatives, special projects, process improvements, and strategic priorities. Exercises sound independent judgment, maintains the highest degree of confidentiality and discretion, and recommends streamlined procedures for review, approval, tracking, and follow-up on priority matters.
-
Establishes and maintains collaborative working relationships with University-wide Board liaisons and administrative partners, serving as a day-to-day contact for Board-related administrative processes, timelines, materials, and engagement practices. Provides guidance, resources, and best practices to support consistent Board governance practices, effective trustee engagement, timely submission of materials, and alignment with expectations established by the Corporate Secretary and the Board of Trustees Office.
-
Supports the preparation, assembly, review, formatting, routing, and distribution of Board and committee agenda materials, presentations, attachments, and related documents in collaboration with the Corporate Secretary and appropriate University partners. Helps ensure materials are complete, accurate, consistently formatted, and distributed in accordance with established timelines and procedures.
-
Assists with tracking recurring Board-related compliance requirements, governance deadlines, public notice timelines, annual certifications, Trustee training requirements, and other time-sensitive obligations. Maintains calendars, checklists, and tracking tools to support timely follow-up and compliance with applicable laws, regulations, bylaws, policies, and institutional practices.
-
Supports trustee onboarding, orientation, and ongoing Trustee engagement by coordinating orientation materials, required forms, training reminders, resource updates, and related logistics under the direction of the Corporate Secretary. Helps ensure trustees receive timely, accurate, and accessible information to support their service on the Board.
Minimum Qualifications
Bachelor's degree in business, education or related field and four (4) years of related work experience or Master's degree in business, education or related field and two (2) years of related work experience.
Desired Qualifications
-
Technical Writing: Skilled in drafting formal corporate minutes, official executive resolutions, and high-visibility university communications.
-
Event & Logistics Coordination: Experience managing the flawless execution of high-profile hybrid and in-person public meeting and events.
Job Category
Administrative
Advertised Salary
$70,000 - $75,000
Work Schedule
Begin time: 8:30 AM
End time: 5:00 PM
Pre-Employment Requirements
-
Expanded Background Check
Other Information
-
Must attend meetings off campus and occasionally attend functions on weekends and evening
-
Ability to work evenings and weekends.
-
Ability to travel locally and nationally.
-
Ability to work flexible hours as needed.
-
Travel to FIU Campus
How To Apply
Current Employee
As a current employee, you must log into Employee Self Service (ESS) to apply for this and any other internal career opportunity of interest. In this account, you are able to track your applicant status in "My Applications".
To be considered eligible for the position as an internal candidate, departmental staff must meet minimum requirements of the position and be in good performance standing.
Before you begin the process, we recommend that you are prepared to attach electronic copies of your resume/ curriculum vitae, cover letter or any other documents within the application process. It is recommended that you combine your cover letter and resume into one attachment. Attached documents should be in Microsoft Word or PDF format.
- This posting will close at 12:00 am of the close date.
How To Apply
Prospective Employee
If you have not created a registered account, you will be asked to create a username and password for use of the system. It is recommended that you provide an active/valid e-mail account as that will be the main source of communication regarding your status within the process. In this account, you are able to track your applicant status in "My Applications".
To be considered eligible for the position as an internal candidate, departmental staff must meet minimum requirements of the position and be in good performance standing.
Before you begin the process, we recommend that you are prepared to attach electronic copies of your resume, cover letter or any other documents within the application process. It is recommended that you combine your cover letter and resume/curriculum vitae into one attachment. Attached documents should be in Microsoft Word or PDF format. All applicants are required to complete the online application including work history and educational details (if applicable), even when attaching a resume.
- This posting will close at 12:00 am of the close date.
Disclosures
Clery Notice
In compliance with the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, the University Police department at Florida International University provides information on crimes statistics, crime prevention, law enforcement, crime reporting, and other related issues for the past three (3) calendar years. The FIU Annual Security report is available online at: https://police.fiu.edu/download/annual-security-fire-safety-report/.
To obtain a paper copy of the report, please visit the FIU Police Department located at 885 SW 109th Avenue, Miami, FL, 33199 (PG5 Market Station).
Pay Transparency
Florida International University will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information.
Notice of Non-Discrimination
FIU is a State University System of Florida member, Equal Opportunity, Equal Access, and Affirmative Action Employer for individuals with disabilities and veterans. All qualified applicants will receive consideration for employment decisions, programs, and events without regard to race, color, religion, sex, age, national origin, disability, or protected veteran status. For inquiries regarding non-discrimination, contact FIU's Office of Civil Rights at 305.348.2785 or email [email protected].
Reasonable Accommodation Statement
Should you need an ADA accommodation to participate in a University event, program, or activity or need to request materials in an accessible format, please contact FIU's Office of Civil Rights (OCR) at 305-348-2785 or [email protected]. All requests for ADA accommodation or accessible materials for this event must be submitted to OCR at least seven (7) business days prior to the event or at the earliest possible opportunity.
