Temp Administrative Support - Herbert Wertheim College of Medicine

Florida International University; Miami (FL); Presencial; USD 34.000 - 42.000; Tempo integral

Resumo da vaga

Florida International University in Miami is seeking an Office Coordinator to join the Herbert Wertheim College of Medicine. This role supports the Dean's Office with daily administrative operations, coordinates meetings, welcomes visitors, and ensures smooth communication across faculty, staff, students, and external partners.

The incumbent will assist with appointments, travel authorizations, expense reports, and confidential information handling, maintaining logs and coordinating special

Qualificações

• High School Diploma or GED with 2 years of relevant experience, or an equivalent combination.
• Ability to handle confidential information and sensitive data.

Responsabilidades

• Coordinate and oversee the daily administrative operations of the Dean's Office front desk, ensuring efficient workflow and customer service.
• Serve as the primary contact for the Dean's Office, greeting visitors and directing calls while coordinating communication among faculty, staff, students and external stakeholders.
• Provide administrative support to the Dean and Special Assistant, including meetings coordination and correspondence.
• Provide backup support to the Special Assistant, including calendar management and meeting coordination.
• Coordinate conference room reservations, catering, visitor accommodations, and parking permits.
• Assist with planning visits, meetings, tours, lunches and events involving donors and VIPs.
• Office procurement, ordering and inventory control of office supplies.
• Maintain logs, contact lists, and tracking systems for accuracy and accessibility.
• Coordinate internal and external correspondence, mail distribution, and intercampus deliveries.

Conhecimentos

Administrative support

Customer service

Calendar management

Event coordination

Communication

Formação

High School Diploma or GED

Ferramentas

Microsoft Office

Descrição da vaga

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 their team of professionals.

Duties Include

• Coordinate and oversee the daily administrative operations of the Herbert Wertheim College of Medicine Dean's Office front desk, ensuring efficient workflow and exceptional customer service.
• Serve as the primary point of contact for the Dean's Office by professionally greeting visitors, responding to inquiries, directing incoming calls, and facilitating communication among faculty, staff, students, and external stakeholders.
• Provides administrative support to the Dean and Special Assistant, including coordination of meetings, appointments, correspondence.
• Provide backup support to the Special Assistant, including calendar managements, meeting coordination, and prioritization of requests requiring immediate attention.
• Coordinate conference room reservations, catering services, visitor accommodations, and parking permits.
• Support the Special Assistant in the planning, coordination, and execution of visits, meetings, tours, lunches, and special events involving donors, distinguished guests, community partners, senior university leadership, and other VIP constituents. Assist with logistical arrangements, itineraries, meeting materials, catering, transportation, facility coordination, and visitor accommodations to ensure a professional and seamless experience.
• Office procurement activities, including the ordering and inventory control of office supplies.
• Maintain and update logs, contact lists, and tracking systems to ensure accuracy, compliance, and accessibility of information.
• Coordinate internal and external correspondence, mail distribution, and intercampus deliveries, ensuring timely and professional communication.
• Submit medzen tickets for all Dean's office meetings.
• Assist with Travel Authorizations, Expense Reports, Non-Travel Expense Reimbursements, and the collection of supporting documentation for monthly reconciliations.
• Handle sensitive, confidential, and protected information in accordance with university policies and applicable regulations, including FERPA and HIPAA requirements.

Job Category

Temporary

Minimum Qualifications

High School Diploma or GED and 2 years of experience; OR an equivalent combination of relevant education and/or experience.

Work Schedule

8:30AM-5:00PM

Advertised Salary

$38,000

Pre-Employment Requirements

Criminal Background Check

Temporary Disclosure

As a temporary employee, you will not be eligible to participate in all employee benefit programs (e.g., paid leave, retirement, or tuition reimbursement).
Under the Patient Protection and Affordable Care Act (PPACA), a temporary employee who works on average 30 hours or more per week may be eligible to enroll in health care benefits. As a temporary employee, you are also eligible to enroll in supplemental plans (e.g. dental, vision,) which requires full payment on your part.
Upon completing an assignment, employees may apply for a position on FIU Careers.

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 Affi… 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.