Office Coordinator - Herbert Wertheim College of Medicine

Florida International University is a top public university that drives real talent and innovation in Miami and globally. Very high research (R1) activity and high social mobility come together at FIU to uplift and accelerate learner success in a global city by focusing in the areas of environment, health, innovation, and justice. Today, FIU has two campuses and multiple centers. FIU serves a diverse student body of more than 56,000 and 290,000 Panther alumni. U.S. News and World Report places dozens of FIU programs among the best in the nation, including international business at No. 2. Washington Monthly Magazine ranks FIU among the top 20 public universities contributing to the public good.

The Herbert Wertheim College of Medicine is currently seeking a Office Coordinator to join our team of professionals

Duties Include:

• Coordinates the daily operations of the Herbert Wertheim College of Medicine (HWCOM) Dean's Office by greeting visitors, field incoming calls, serving as a central point of contact to callers, visitors, and staff as well as interacting as a liaison between departments.
• Provides administrative support for a wide variety of material needed for conferences, meetings, correspondence, appointments, and telephone calls for the Special Assistant, Chief Admin Officer, and Dean of HWCOM as a back up to the Special Assistant.
• Handles procurement of office supplies, maintains inventory records, schedules conference rooms,  updates various logs for the Dean's office and ensures timely completion of related tasks. Manages catering orders for meetings and events, and provides necessary documentation for budget purposes.
• Manages internal and external correspondence as well as intercampus deliveries.  Maintains records pertinent to the Dean's office such as employee contact information for all HWCOM employees and signature items.
• Supports the Special Assistant in coordinating  Travel Authorizations, Expense Reports, and Non-Travel Expense Reimbursements for the Dean.Collects necessary documentation for monthly financial reconciliation.
• Assists the Special Assistant in screening  calls to the Dean, reviewing incoming and outgoing correspondence, and uses independent judgement to prioritize items that require immediate assistance. Provides backup coverage for the Deans calendar, as needed.
• Performs other related duties as assigned or as directed. The omission of specific duties does not preclude the supervisor from assigning duties that are logically related to the position.
• Handles confidential information and ensures policies and procedures are being followed.

High school diploma or GED and six (6) years of office or related experience providing administrative support or managing/coordinating functions of an office or department; OR an equivalent combination of relevant education and/or experience.

Knowledge of Family Educational Rights and Privacy Act (FERPA) regulations and HIPAA regulations.

Staff

$35,000 - $40,000

Begin time: 8:30 AM
End time: 5:00 PM

Criminal Background Check

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.

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.