Administrative Coordinator - Office of the CFO

FLSA Exemption Status

Summary

This is professional level work coordinating administrative, financial, operational, and organizational activities. The position coordinates business services, departmental initiatives, communications, and the timely execution of priorities. Responsibilities include analyzing information, developing recommendations, monitoring budgets and operational activities, and coordinating projects and deliverables across organizational areas.

The position works under general supervision with considerable independence in setting priorities, exercising judgment, resolving administrative and operational issues, and following through on commitments. The incumbent serves as a key liaison between leadership, departmental staff, internal partners, and external stakeholders; handles sensitive matters with discretion; and monitors progress on assignments to support effective decision-making. Work is distinguished by the breadth and complexity of departmental support, business coordination, fiscal and operational responsibilities, and, where assigned, supervision of staff.

Examples of Work

* This section of the job description is not intended to be a comprehensive list of duties and responsibilities of the position.  The omission of a specific job function does not absolve an employee from being required to perform additional tasks incidental to or inherent in the job.  Performance of lower-level duties may be required.

Essential Functions

• Coordinates administrative, financial, operational, and organizational activities for an assigned department, ensuring alignment with established priorities and objectives.


• Provides support by managing complex calendars and meeting priorities, coordinating correspondence and briefings, screening and prioritizing requests, and independently addressing matters within delegated authority.


• Maintains and monitors leadership commitments, departmental action items, projects, and deliverables; follows up with responsible parties, identifies delays, and escalates significant issues as appropriate.


• Coordinates cross-functional projects and initiatives, including schedules, assignments, progress reporting, stakeholder communications, and completion of key milestones.


• Coordinates the preparation, monitoring, and reporting of departmental budgets, expenditures, purchasing activities, and other fiscal or administrative records; researches discrepancies and recommends resolutions.


• Analyzes financial, administrative, and operational information; prepares reports, presentations, correspondence, meeting materials, and recommendations to support leadership decisions.


• Serves as a liaison to employees, executive leaders, internal departments, and external parties; facilitates communication, resolves routine operational issues, and coordinates responses to complex requests.


• Organizes departmental meetings and initiatives; develops agendas and briefing materials, documents decisions, and monitors resulting assignments through completion.


• Evaluates administrative procedures and processes; recommends and coordinates improvements that strengthen efficiency, accountability, compliance, and service delivery while maintaining confidentiality of sensitive matters.


• When supervisory responsibility is assigned, coordinates and reviews the work of assigned staff and  performs related supervisory duties including performance evaluation and recommendations concerning personnel actions.

Non-Essential Functions:

• May act in the absence of supervisor within delegated authority.


• Performs other related duties as assigned.


• Required to work during emergencies in varying climatic conditions.

Education

• A Bachelor's degree from an accredited college or university. Major course work in business administration, finance, accounting or a related field is preferred;


• An equivalent combination of education and experience can be considered if it meets the department’s requirements.

Experience

• Four (4) years of progressively responsible experience in administrative, financial, operational, executive support, or project coordination work.

Knowledge, Skills, and Abilities

• Thorough knowledge of budgeting, purchasing, and administrative or operational procedures.


• Thorough knowledge of administrative practices, calendar and correspondence management, and office technology.


• Knowledge of applicable federal, state, and local laws, ordinances, regulations, and statutes governing administrative and operational activities.


• Excellent written, verbal, and presentation skills with the ability to clearly communicate complex information, to diverse audiences.


• Strong analytical, research, and problem-solving skills with the ability to conduct studies, interpret findings, develop recommendations, and prepare factual reports.


• Ability to develop, implement, and evaluate long- and short-term plans, programs, projects, and organizational initiatives.


• Strong critical thinking, project management, organizational, and multitasking skills with the ability to independently manage priorities and meet changing deadlines in high-pressure environments.


• Strong interpersonal and collaboration skills with the ability to build effective working relationships with leadership, employees, internal departments, external partners, and the public.


• Ability to exercise independent judgment, discretion, and appropriate delegated authority in handling sensitive matters.


• Demonstrated proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint) and project-tracking tools (e.g., Asana, Monday.com, Smartsheet, or similar).

GRU Competencies

Role Specific Competencies

Physical Requirements

Environmental Requirements

May be required to work and attend meetings outside regular business hours, including nights, weekends and holidays.

Requires local travel to other GRU locations within the Gainesville area.

Required to work during emergency conditions.