Office Manager - Herbert Wertheim College of Medicine

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.

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

Duties include:

• Manages the medical student travel process by working with the Office of Student Affairs (OSA) Student Programs unit to ensure that students have met all Herbert Wertheim College of Medicine (HWCOM) and University travel requirements.
• Creates travel authorizations for HWCOM students in compliance with State Law, University Rules and Policy, including airline/hotel/car rental and necessary registrations.
• Performs routine functions using the university credit card on behalf of the department in accordance with university policies and procedures. Manages the use of a university travel card to pay for the cost associated with medical student travel and reconciles the university travel card on a monthly basis.
• Creates and processes all travel and expense itineraries and reimbursement needs for HWCOM students.
• Oversees the day-to-day front office operations for the Office of Student Affairs (OSA). Supervises support staff within the reception area.
• Oversees the management of the OSA supply inventory, supply room maintenance, and places orders as need for operational and student needs. Process payments and tracks expenses in accordance with federal, state, and University guidelines for each OSA unit.
• Evaluates and analyzes travel process and procedures to make recommendations and streamline travel services to medical students whenever possible.
• Tracks expenses and issues agency reports. Works closely with Program Manager of Student Programs on purchasing and reconciliation of accounts.
• Collaborates with the leadership team in the development of operating procedures for medical student travel and OSA operations including budget, human resources, space management, and technology resources.
• Supports the Assistant Director of Finance to Compile, monitor, analyze, and report the budgetary performance of each OSA unit on a monthly basis.
• Maintains and updates the HWCOM - Office of Student Affairs Front Desk Manual & Office of Student Affairs Financials Manual.
• Serves as a member on the OSA Events Committee. Participates and assists in special HWCOM Office of Student Affairs events such as, Orientation, Match Day, and graduation as requested.
• Performs other duties as assigned. The omission of specific duties does not preclude the supervisor from assigning duties that are logically related to the position.

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

Previous experience managing expenses and/or travel operations.

Administrative

Begin time: 8:30 AM

End time: 5:00 PM

Expanded Background Check

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.

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.

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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 contractors legal duty to furnish information.

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