Office Coordinator - Herbert Wertheim College of Medicine

Florida International University; Miami (FL); On-site; USD 40,000 - 44,000; Full time

Job summary

Florida International University’s Herbert Wertheim College of Medicine seeks an Office Coordinator to support faculty and staff travel, budgeting, and administrative operations in Miami. You will arrange flights, hotels, and ground transport, ensure policy compliance, monitor travel requests, and prepare reimbursements.

This on-site role serves as the primary travel liaison and collaborates with FIU Controllers and travel partners.

Qualifications

• High school diploma or GED and six (6) years of office or related experience providing administrative support.
• Equivalent combination of relevant education and/or experience.

Responsibilities

• Oversees travel arrangements for HWCOM faculty and staff in compliance with State Law, University Rules and Policies.
• Reviews travel requests to ensure compliance with departmental Service Level Agreements (SLA)s.
• Runs budget overview before creating Travel Authorizations (TA's) to ensure the activity or project has enough money allocated in Travel to cover the costs of the requested travel.
• Creates and processes travel and expense itineraries and reimbursement needs for HWCOM.
• Manages and updates all internal travel logs and runs travel authorization reports for the statuses of each travel authorization to take the necessary actions needed to close them out.
• Serves as the lead resource for any travel related questions for the faculty and staff within HWCOM.
• Works closely with travel partners to ensure best pricing. Serves as the main point of contact on behalf of the traveler for any travel related questions and/or arrangements.
• Reviews the necessary documentation related to guest travel reimbursements prior to expense manager approval. Liaises with end user to make all necessary corrections, if needed.
• Serves as a liaison between FIU's Controllers Office and HWCOM faculty and staff to solve any reimbursement discrepancies.
• Ensures compliance with policies and procedures such as liaising with departments to determine travel needs (i.e. accommodations, mode of transportation, travel dates, and budget considerations). Follows up with department liaisons about travel plans and makes adjustments as needed.
• Manages internal and external correspondence and documents. Oversees and manages the COMFIN email.
• Uses initiative and independent judgement to see that matters requiring attention are delegated to proper authority or handled personally, as appropriate.
• Serves as an University card user for departmental transactions. Adheres to University credit card policies and procedures.
• 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.v

Education

High school diploma or GED

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 Office Coordinator to join our team of professionals.

Duties

Oversees travel arrangements for the Herbert Wertheim College of Medicine (HWCOM) faculty and staff including airline/hotel/car rental and necessary registrations, while in compliance with State Law, University Rules and Policies. Interprets applicable university policies and procedures pertaining to the university travel guidelines.

Reviews and monitors requests to ensure compliance with departmental Service Level Agreements (SLA)s.

Runs budget overview before creating Travel Authorizations (TA's) to ensure the activity or project has enough money allocated in Travel to cover the costs of the requested travel. Creates and processes travel and expense itineraries and reimbursement needs for HWCOM.

Manages and updates all internal travel logs and runs travel authorization reports for the statuses of each travel authorization to take the necessary actions needed to close them out.

Serves as the lead resource for any travel related questions for the faculty and staff within HWCOM.

Works closely with travel partners to ensure best pricing. Serves as the main point of contact on behalf of the traveler for any travel related questions and/or arrangements.

Reviews the necessary documentation related to guest travel reimbursements prior to expense manager approval. Liaises with end user to make all necessary corrections, if needed.

Serves as a liaison between FIU's Controllers Office and HWCOM faculty and staff to solve any reimbursement discrepancies.

Ensures compliance with policies and procedures such as liaising with departments to determine travel needs (i.e. accommodations, mode of transportation, travel dates, and budget considerations). Follows up with department liaisons about travel plans and makes adjustments as needed.

Manages internal and external correspondence and documents. Oversees and manages the COMFIN email.

Uses initiative and independent judgement to see that matters requiring attention are delegated to proper authority or handled personally, as appropriate.

Serves as an University card user for departmental transactions. Adheres to University credit card policies and procedures.

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.v

Minimum Qualifications

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

Job Category

Staff

Advertised Salary

$40,000-$43,500

Work Schedule

Begin time: 8:30 AM

End time: 5:00 PM

Pre-Employment Requirements

Expanded Background Check

How To Claim Vet Preference

• 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

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 Aff

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 [e-mail]. 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.