Library Specialist - Herbert Wertheim College of Medicine

Florida International University; Miami (FL); On-site; USD 36,000 - 39,000; Full time

Job summary

Florida International University in Miami is seeking a Library Specialist for the Herbert Wertheim College of Medicine's Medical Library.

You will coordinate daily library operations, manage budgets and credit card transactions, handle procurement, travel, and correspondence, and support staff through timesheets and records.

Qualifications

• High school diploma or GED with five (5) years of related experience or Bachelor's degree with two (2) years of related experience.
• Experience coordinating library operations or administrative support is a plus.
• Familiarity with university policies and procurement processes is preferred.

Responsibilities

• Coordinate day-to-day operations of the Medical Library unit and ensure compliance with policies.
• Serve as the Library's credit card user and reconcile related revenues and entries.
• Oversee the Medical Library's budget expenditures and reconcile monthly expenses with Finance.
• Purchase/receive office supplies and print materials for the library using departmental credit card.
• Manage internal and external correspondence, including print materials and mail delivery.
• Coordinate faculty travel, meeting requests, reimbursements, and membership dues.
• Serve as liaison to Finance, HR, and other units to ensure efficient operations.
• Develop internal operation procedures and revise manuals as needed.
• Manage personnel processes, staff schedules, timesheets, absences, and terminations.
• Process textbook lists, orders, receipts, and uploads to SharePoint.

Skills

Operations coordination

Budget reconciliation

Communication

Education

High school diploma or GED

Bachelor's degree

Job description

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

The Herbert Wertheim College of Medicine is currently seeking a Library Specialist to join our team of professionals

Duties

• Coordinates the day-to-day operations of the Medical Library unit, including assessing and resolving operational needs of its faculty, staff, and students, ensuring compliance with policies and procedures.
• Serves as the University's credit card user for the Medical Library unit and project related transactions. Assures compliance and adherence to the university credit card policies and procedures. Reconciles the generated credit card revenues and processes the appropriate corresponding entries.
• Oversees the Medical Library's operational and capital budget expenditures, including reconciling monthly expenses, and resolving issues with Finance.
• Purchases/receives office supplies and print collection materials for the library using departmental credit card.
• Manages all aspects of internal and external correspondence, including print materials, mail and package delivery. Addresses delivery issues with the FIU mailroom and vendors.
• Coordinates faculty travel, meeting requests, submission, reimbursement processes, and institutional and faculty individual membership dues.
• Serves as liaison to Finance, Human Resources, Key Control, Maintenance and other units to ensure efficient Medical Library operations.
• Develops internal operation procedures and revises office procedure manuals.
• Manages the Medical Library's personnel processes, the Help Desk employees' work schedule, ensuring staff timesheet input, tracking staff absences, approving time worked and exceptions, handling terminations and related paperwork.
• Works with Course Reserve Textbook lists, verifying catalog holdings and updating list with statuses held or not held by the library. Places orders, receives, and processes print materials. Uploads textbook lists, invoice copies, and executed contracts to SharePoint.
• Processes invoices in Alma for inventory and audit purposes. Verifies PSOFT for voucher details before submitting the copies of invoices to the Accounts Payable. Coordinates with vendor contacts and vendor's office at FIU to establish/update vendor records in PSoft. Responds to payment inquiries from the vendor accounting services.
• Serves as the Library Advisory Committee (LAC) secretary.
• Assists with special projects and initiative, data collection and/or analysis.
• Performs related duties as required or as directed. The omission of specific duties does not preclude the supervisor from assigning duties that are logically related to the position.
• Performs essential duties in emergencies such as hurricanes, storms, and/or any other university emergency closing. Is expected to be available to report to work as needed during university emergency closing with appropriate notification from a department administrator.

Minimum Qualifications

High school diploma or GED and five (5) years of related experience or Bachelor's degree and two (2) years of related experience.

Job Category

Staff

Advertised Salary

$36,000-$38,500

Work Schedule

Begin time: 8:30 AM

End time: 5:00 PM

Pre-Employment Requirements

Expanded Background Check

How To Claim Vet Preference

Since 1945, the Florida Legislature has made a provision to give preference in the hiring process to United States war veterans in recognition of their military, naval, or air service who meet specific conditions. The conditions are as follows:

• Veterans with a VA service-connected disability
• Spouses of veterans with permanent and total service-connected disability
• Honorably discharged veterans with wartime service.
• Unmarried widow or widower of a veteran who died as a result of a service-connected disability
• A veteran who has served in a qualifying campaign or expedition for which a campaign badge has been authorized, to include the Global War on Terrorism Expeditionary Medal.

Florida International University honors this policy and will comply with Veterans' Preference guidelines when filling staff positions. Any applicant claiming Veterans' Preference will be required to attach a DD214 with each application submitted for verification. If there are any questions concerning Veterans' Preference, please contact Talent Acquisition & Management by calling 305-348-2500. For additional information on Veterans' Preference, visit http://www.floridavets.org/.

Disclosures

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, protected veteran status, and any other legally protected basis. For inquiries regarding nondiscrimination, contact FIU's Office of Title IX and EEO Compliance (TITLEIX) at 305.348.2785 or email [e-mail].

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 the Office of Universal Access and Digital Compliance at 305-348-1576 or [e-mail]. All requests for ADA accommodation or accessible materials for this event must be submitted to UADC at least seven (7) business days prior to the event or at the earliest possible opportunity.