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Sr. Coordinator of Admin Services

FLORIDA INTERNATIONAL UNIVERSITY   Miami, FL   Full-time     Administration / Clerical
Posted on May 17, 2024
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Sr. Coordinator of Admin Services

ABOUT FIU

Florida International University is a top public university that drives real talent and innovation in Miami and globally. Very high research (R1) activity and high social mobility come together at FIU to uplift and accelerate learner success in a global city by focusing in the areas of environment, health, innovation, and justice. Today, FIU has two campuses and multiple centers. FIU serves a diverse student body of more than 56,000 and 290,000 Panther alumni. U.S. News and World Report places dozens of FIU programs among the best in the nation, including international business at No. 2. Washington Monthly Magazine ranks FIU among the top 20 public universities contributing to the public good.

POSITION DESCRIPTION

The Herbert Wertheim College of Medicine is currently seeking a Sr. Coordinator of Admin Services to join our team of professionals.

Duties include:

  • Oversees all travel, non - travel and mileage reimbursements for the Herbert Wertheim College of Medicine (HWCOM). Reviews mileage reimbursements submitted by the units and process expense reimbursement related to foundation cost, items purchased for events, and food purchased for student events.
  • Manages all catering functions for the HWCOM. Serves as a liaison between HWCOM departments and vendors to ensure catering orders are placed within a timely manner and process all internal payments for the FIU Foundation.
  • Reviews and monitors requests to ensure compliance with departmental Service Level Agreements (SLAs) and requirements. Provides reporting around SLAs to ensure that all operational request are being processed in a timely manner.
  • Responsible for tracking and reconciling the travel budget for Staff and admin at HWCOM including comparing estimates to actuals via running expense reports in PeopleSoft.
  • 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.
  • Follows up with hotels about credit card authorizations and folios.
  • Manages internal and external correspondence and documents.
  • Provides administrative support for various functional units within HWCOM Financial Operations.
  • Serves as a liaison between the Office of the Controller and the faculty and staff at the Herbert Wertheim College of Medicine to solve any reimbursement discrepancies.
  • Responsible for processing all foundation invoices and serves as the subject matter expert on what can be processed via this funding source.
  • Performs related duties as required or assigned by supervisor. The omission of specific duties does not preclude the supervisor from assigning duties that are logically related to the position.
  • Supervises assigned staff. Reviews the preparation, distribution, and maintenance of documentation related to various financial operation processes such as purchasing, accounts payable and expense reimbursements.
  • Oversees the reconciliation of expense transactions, maintains accurate records, verifies payment records, reviews invoices, and records receipts.
  • Assists in the coordinating and/or scheduling the daily assignments of the office staff.

MINIMUM QUALIFICATIONS

Bachelor's degree and three (3) years of office or related experience providing administrative support, or coordinating functions of an office or department.

DESIRED QUALIFICATIONS

Prior customer service experience preferred.

TO APPLY

To apply, please visit us on-line at https://hr.fiu.edu/careers/, click on “Prospective Employees” or “Current Employees” and search for job opening ID 532179.

 

 

FIU is a member of the State University System of Florida and an Equal Opportunity, Equal Access, Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.