Administrative Coordinator

Sr Coordinator of Administrative Services – Herbert Wertheim College of Medicine ABOUT FIU Florida International University is atop public universitythat 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 Herbert Wertheim College of Medicine is currently seeking a Sr Coordinator of Administrative Services to join our team of professionals Duties Include Oversees all travel, non-travel, and mileage reimbursement processes for the Herbert Wertheim College of Medicine (HWCOM). Responsibilities include reviewing mileage reimbursement submissions from various units and processing expense reimbursements related to foundation-funded costs, event-related purchases, and food expenses for student Oversees Coordinates all catering functions for the Herbert Wertheim College of Medicine (HWCOM), serving as the primary liaison between HWCOM departments and external vendors. Ensures catering orders are placed in a timely manner and processes all related internal payments through the FIU Foundation. Reviews and monitors operational requests to ensure compliance with departmental Service Level Agreements (SLAs) and established requirements. Generates and analyzes SLA-related reports to ensure all requests are processed in a timely and efficient manner. Tracks and reconciles the travel budget for staff and administrative personnel at the Herbert Wertheim College of Medicine (HWCOM). Responsibilities include comparing estimated travel costs to actual expenses by running and analyzing expense reports in PeopleSoft. Reviews all required documentation related to guest travel reimbursements prior to expense manager approval. Collaborates with the end user to make any necessary corrections to ensure accuracy and compliance. Follows up with hotels about credit card authorizations and folios. Provides training to staff on financial processes, including submitting Finance 360 requests, travel expense reports, PCard reconciliation, and other expense-related procedures. Provides comprehensive administrative support to various functional units within HWCOM Financial Operations. Manages internal and external correspondence to ensure timely communication and coordination across departments and with external stakeholders. Responsibilities also include assisting in the coordination and scheduling of daily assignments for office staff, organizing documentation, facilitating workflow processes, and supporting the operational needs of the financial team. Acts as a liaison between the Office of the Controller and faculty and staff at the Herbert Wertheim College of Medicine (HWCOM), assisting in the resolution of reimbursement discrepancies. Ensures clear communication and timely follow-up to facilitate accurate and compliant expense processing. Processes all FIU Foundation invoices and serves as the subject matter expert on allowable expenses under this funding source. Provides guidance to departments to ensure compliance with foundation policies and procedures. Serves as the University's credit card user for departmental transactions. Adheres to University's credit card policies and procedures. Reviews, distributes, and maintains documentation related to key financial operations, including purchasing, accounts payable, and expense reimbursements. Oversees the reconciliation of expense transactions, verifies payment records, reviews invoices, and ensures accurate recordkeeping. 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. 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; OR seven (7) years of office or related experience; OR an equivalent combination of relevant education and/or experience. 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 affirmative Action Employer for individuals with disabilities and veterans. All qualified applicants will receive consideration for employment decisions, programs, and events without regard to race, color, religion, sex, age, national origin, disability, or protected veteran status. For inquiries regarding non-discrimination, contact FIU's Office of Civil Rights at View phone number on click.appcast.io or email View email address on click.appcast.io . 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 FIU's Office of Civil Rights (OCR) at View phone number on click.appcast.io or View email address on click.appcast.io. All requests for ADA accommodation or accessible materials for this event must be submitted to OCR at least seven (7) business days prior to the event or at the earliest possible opportunity. #J-18808-Ljbffr