Office Associate - Health Promotion Services

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 Ensures that Healthy Living Program is prepared for daily operations. Schedules and processes all appointments, programs, and events, keeps track of staff schedules, assists with data collection and compiling reports when necessary. Coordinates and schedules Healthy Living Program (HLP) patient appointments within the Electronic Medical Record (EMR) system. Monitors daily schedules and communicates appointment changes, cancellations, and updates to staff and clients as needed.Ensures appointment readiness by reviewing required forms, consents, waivers, and other documentation are completed prior to services. Scans and uploads documents into the EMR system and maintains accurate patient records.Receives, tracks, and distributes program supplies and orders; maintains and monitors departmental expenses, and notifies recipients when orders are received.Greets visitors, answers phones, manages voicemail and departmental email communications, and provides information regarding program services, resources, and materials to patients and customers.Collects, enters, and maintains programmatic and patient data and assists with preparing monthly, annual, and ad hoc reports by compiling and organizing relevant information.Prepares the Healthy Living Program for daily operations by opening and closing the office, maintaining consultation rooms and reception areas, providing clerical and administrative support, and training personnel on front desk procedures and office operations as assigned.Serves as the Healthy Living Program's emergency operations coordinator, maintaining emergency contact lists, updating records when personnel changes occur, coordinating staff communications and coverage during emergencies, and supporting operational continuity in accordance with departmental and university procedures.Maintains departmental calendars including provider schedules, staff leave, outreach activities, and coordinates communication regarding schedule changes and staffing needs.Processes and manages patient transactions, including collecting payments, issuing receipts, monthly reconciliations, serving as the department's designated merchant account contact, and handling sensitive payment information in compliance with applicable security, confidentiality, and financial procedures.Performs other related duties as required 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 two (2) years of office or related experience; OR an equivalent combination of relevant education and/or experience. Desired Qualifications Advanced knowledge in Microsoft Office (Excel and Word). Job Category Staff Advertised Salary $35,000 - $38,000 Work Schedule Begin time: 8:00 AM End time: 5:00 PM Working Condition(s) Required to spend 50% or more of time operating a computer Pre-Employment Requirements Fingerprinting CheckExpanded Background Check Other Information Ability to work flexible hours as needed. 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 disabilitySpouses of veterans with permanent and total service-connected disabilityHonorably discharged veterans with wartime service.Unmarried widow or widower of a veteran who died as a result of a service-connected disabilityA 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. 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, protected veteran status, and any other legally protected basis. For inquiries regarding nondiscrimination, contact FIU's Office of Title IX and EEO Compliance (TITLEIX) at 305.348.2785 or email titleix@fiu.edu. 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 the Office of Universal Access and Digital Compliance at 305-348-1576 or accommodations@fiu.edu. All requests for ADA accommodation or accessible materials for this event must be submitted to UADC at least seven (7) business days prior to the event or at the earliest possible opportunity.