Sr Coordinator of Administrative Services (PA Program) - Herbert Wertheim College of Medicine

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 Senior Coordinator of Administrative Services to join our team of professionals Duties Provides comprehensive administrative support to the Program Director and Director of Administrative Services. Prepares agendas, presentations, and detailed minutes for department meetings and activities. Serves as the back up to the Director of Administrative Services to maintain continuity of operations. Manages incoming calls on the departments main line, providing accurate information to internal and external stakeholders and directing inquiries to the appropriate staff for resolution. Assists with admissions-related inquiries and guides prospective applicants through the programs requirements. Assists with the planning and coordination of student-centered activities, to include orientation, awards ceremonies, and alumni socials. Provides on-site support during events to ensure smooth operations. Composes and/or prepares correspondence, memoranda, promotional materials, forms, files, manuals, and reports using appropriate word processing and spreadsheet tools. Processes travel authorizations and expense reports for faculty, staff, and students in compliance with university policies and procedures. Manages the reimbursement process for faculty licenses and certifications. Participates in student recruitment activities, including college fairs, information sessions, and community events, representing the MPAS program and providing prospective students with accurate program details and application guidance. Supervises and trains student employee(s). Assigns tasks based on program needs. Coordinates textbook adoption processes by collecting and verifying faculty selections, ensuring compliance with institutional and state deadlines, and monitoring completion of faculty course attestations. Performs other related duties as required or directed. The omission of specific duties does not preclude the supervisor from assigning duties that are logically related to the position. Coordinates, initiates, and monitors project-based activities. Prepares and compiles reports for leadership and supporting units, providing accurate data and insights to inform decision-making and compliance requirements. Supports quality improvement initiatives and ongoing assessment. Collects, verifies, and reconciles faculty and staff workload data, ensuring accuracy and compliance with institutional guidelines. Prepares and submits detailed reports to program leadership and supporting departments to inform resource allocation and strategic planning. Facilitates the procurement of goods and services for the MPAS program. Communicates with vendors to complete the FIU vendor registration process, obtain quotes and invoices, and submit Finance 360 requests in compliance with university policies. Manages the Panther 180 annual faculty evaluation process, ensuring accurate data collection and timely submissions. Facilitates interdepartmental collaboration by coordinating with faculty, program leadership, and supporting units to streamline workflows. Serves as the departments credit card reconciler, ensuring all transactions are accurately validated in PantherSoft. 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. Job Category Administrative Advertised Salary $48,000-$50,000 Work Schedule Begin time: 8:30 AM End time: 5:00 PM Pre-Employment Requirements Expanded Background Check 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: 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 Aff 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 Florida International University