Senior Administrative Operations Coordinator

Florida International University; Miami (FL); On-site; USD 48,000 - 50,000; Full time

Job summary

Florida International University in Miami seeks a Senior Coordinator of Administrative Services to join the Herbert Wertheim College of Medicine team. This role provides comprehensive administrative support to the Program Director and Director of Administrative Services, coordinating meetings, minutes, and communications.

The successful candidate will manage travel, reimbursements, event support, reporting, and procurement, while supervising student staff and maintaining compliance with

Qualifications

• Bachelor's degree and three (3) years of office or related experience providing administrative support, or coordinating functions of an office or department; OR seven (7) years of office or related experience; OR an equivalent combination of relevant education and/or experience.

Responsibilities

• Provides comprehensive administrative support to the Program Director and Director of Administrative Services. Prepares agendas, presentations, and detailed minutes for department meetings and activities. Serves as the back up to the Director of Administrative Services to maintain continuity of operations.
• Manages incoming calls on the department's main line, providing accurate information to internal and external stakeholders and directing inquiries to the appropriate staff for resolution. Assists with admissions-related inquiries and guides prospective applicants through the programs requirements.
• Assists with the planning and coordination of student-centered activities, to include orientation, awards ceremonies, and alumni socials. Provides on-site support during events to ensure smooth operations.
• Composes and/or prepares correspondence, memoranda, promotional materials, forms, manuals, and reports using appropriate word processing and spreadsheet tools.
• Processes travel authorizations and expense reports for faculty, staff, and students in compliance with university policies and procedures. Manages the reimbursement process for faculty licenses and certifications.
• Participates in student recruitment activities, including college fairs, information sessions, and community events, representing the MPAS program and providing prospective students with accurate program details and application guidance.
• Supervises and trains student employee(s). Assigns tasks based on program needs.
• Coordinates textbook adoption processes by collecting and verifying faculty selections, ensuring compliance with institutional and state deadlines, and monitoring completion of faculty course attestations.
• Performs other related duties as required or directed. The omission of specific duties does not preclude the supervisor from assigning duties that are logically related to the position.
• Coordinates, initiates, and monitors project-based activities. Prepares and compiles reports for leadership and supporting units, providing accurate data and insights to inform decision-making and compliance requirements. Supports quality improvement initiatives and ongoing assessment.
• Collects, verifies, and reconciles faculty and staff workload data, ensuring accuracy and compliance with institutional guidelines. Prepares and submits detailed reports to program leadership and supporting departments to inform resource allocation and strategic planning.
• Facilitates the procurement of goods and services for the MPAS program. Communicates with vendors to complete the FIU vendor registration process, obtain quotes and invoices, and submit Finance 360 requests in compliance with university policies.
• Manages the Panther 180 annual faculty evaluation process, ensuring accurate data collection and timely submissions. Facilitates interdepartmental collaboration by coordinating with faculty, program leadership, and supporting units to streamline workflows.
• Serves as the departments credit card reconciler, ensuring all transactions are accurately validated in PantherSoft.

Education

Bachelor's degree

Job description

Florida International University in Miami seeks a Senior Coordinator of Administrative Services to join the Herbert Wertheim College of Medicine team. This role provides comprehensive administrative support to the Program Director and Director of Administrative Services, coordinating meetings, minutes, and communications.

The successful candidate will manage travel, reimbursements, event support, reporting, and procurement, while supervising student staff and maintaining compliance with