Office Specialist - 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 Office Specialist to join our team of professionals.

Duties

• Performs clerical duties to include answering telephone calls, filing, data entry, research, compiling data, and creating spreadsheets.
• Affords administrative support to the assigned department faculty and clinical staff by assisting with scheduling and coordinating conferences, meetings, appointments, and travel arrangements.
• Serves as a liaison between the assigned faculty, staff, primary pediatric practice sites, and behavioral health sites by supporting the facilitation of patient engagement and follow-up with behavioral health providers.
• Supports the creation and organization of trainings by composing and/or preparing a wide variety of materials and presentations, editing content, and adding appropriate graphic and design elements.
• Provides technical assistance for the various pediatric primary care practice sites.
• Maintains solid relationships with assigned faculty, staff, primary pediatric practice sites, and behavioral health sites by creating and tracking purchases and submitting for processing in collaboration with the Herbert Wertheim College of Medicine Finance team.
• Supports the creation of questionnaires, Behavioral Health Integration Plans, Plan-Do-Study-Act (PDSA), training surveys, satisfaction surveys, etc.
• Supports the creation of reports and analysis of data by preparing, compiling, and sorting documents for data entry, entering data from source documents into prescribed computer database, files and forms, transcribing information into required electronic format, and generating reports from single or multiple systems.
• Drives between campuses and affiliated sites as needed.
• Works with and/or resides with minors and/or vulnerable persons within the affiliated pediatric clinical sites.
• Performs other duties as assigned or directed.

Minimum Qualifications

• A high school diploma or GED and four (4) years office or related experience providing administrative support, or coordinating functions of an office or department; OR an equivalent combination of relevant education and/or experience.

Job Category

Staff

Advertised Salary

N/A

Work Schedule

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

Pre-Employment Requirements

• Drug Screening
• Expanded Background Check

How To Apply

• Prospective Employees: 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.
• Current Employees: 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.

How to Claim Vet Preference

• 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. Any applicant claiming Veterans' Preference will be required to attach a DD214 with each application submitted for verification.

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, or protected veteran status. For inquiries regarding non-discrimination, contact FIU's Office of Civil Rights at 305-348-2500. 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 305-348-2785 or accommodations@fiu.edu. 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.