Travel & Admin Coordinator – Medical College

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

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.