Office Coordinator - Herbert Wertheim College of Medicine
Florida International University - Herbert Wertheim College of Medicine

Job Info

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Job Title: Office Coordinator - Herbert Wertheim College of Medicine
Location: Modesto A. Maidique Campus
Regular/Temporary: Regular Regular
Full/Part Time: Full-Time Full-Time
Job ID: 533091 533091
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.

Job Summary

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

Duties include:

• Oversees meeting arrangements and acts as a liaison between clinical sites, potential preceptors and Academic Year (AY) 3 and 4 students for the Herbert Wertheim College of Medicine (HWCOM) Assistant Dean for Clinical Education.
• Manages internal and external correspondence and documents as well as responsible for overseeing and managing the Period 4(P4) HWCOM email.
• Responsible for delegating to proper authority or handling personally, as appropriate matters requiring attention while using initiative and independent judgement.
• Serves as an Academic Year 4 graduation auditor, conducts quarterly audits to ensure students meet the HWCOM graduation requirements.
• Reviews and monitors Academic Year 4 students scheduling requests to ensure compliance with clinical sites on-boarding deadlines.
• Coordinates, administers and proctors AY 3 and AY 4 National Board Medical Examination (NBME) exams and remediations. Manages exam documents and assist with room reservations, as needed.
• Creates and manages Academic Year 4 site/preceptors reports and distributes them according to the department timelines.
• Serves as the lead resource for any questions from preceptors and clinical sites.
• Works closely with AY 3 and AY 4 coordinators to ensure the maintenance of adequate office supplies within the department.
• Coordinates and submits travel reimbursement request(s) related to meetings with clinical sites for the Assistant Dean for Clinical Education.
• 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.
• 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.

Minimum Qualifications

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

Job Category

Staff

Advertised Salary

$35,000 - $40,000

Work Schedule

Begin time: 8:30 AM
End time: 5:00 PM

Pre-Employment Requirements

Criminal Background Check

How To Apply

Current Employee

As a current employee, you must log into Employee Self Service (ESS) to apply for this and any other internal career opportunity of interest. In this account, you are able to track your applicant status in "My Applications".

To be considered eligible for the position as an internal candidate, departmental staff must meet minimum requirements of the position and be in good performance standing.

Before you begin the process, we recommend that you are prepared to attach electronic copies of your resume/ curriculum vitae, cover letter or any other documents within the application process. It is recommended that you combine your cover letter and resume into one attachment. Attached documents should be in Microsoft Word or PDF format.

*This posting will close at 12:00 am of the close date.

How To Apply

Prospective Employee

If you have not created a registered account, you will be asked to create a username and password for use of the system. It is recommended that you provide an active/valid e-mail account as that will be the main source of communication regarding your status within the process. In this account, you are able to track your applicant status in "My Applications".

To be considered eligible for the position as an internal candidate, departmental staff must meet minimum requirements of the position and be in good performance standing.

Before you begin the process, we recommend that you are prepared to attach electronic copies of your resume, cover letter or any other documents within the application process. It is recommended that you combine your cover letter and resume/curriculum vitae into one attachment. Attached documents should be in Microsoft Word or PDF format. All applicants are required to complete the online application including work history and educational details (if applicable), even when attaching a resume.

*This posting will close at 12:00 am of the close date.

How to Claim Vet Preference

Since 1945, the Florida Legislature has made a provision to give preference in the hiring process to United States war veterans in recognition of their military, naval, or air service who meet specific conditions. The conditions are as follows:

• 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.

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.

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