Sr Coordinator of Administrative Services - Herbert Wertheim College of Medicine

Florida International University (FIU) 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 Miami, FIU offers over 200 degree programs at the undergraduate, graduate, and professional levels, including medicine and law. FIU faculty are leaders in their fields, including National Academy members, Fulbright Scholars, and MacArthur Genius Fellows. As a Carnegie R1 institution, FIU drives impactful research in environmental resilience, health, technology, and innovation.

About the role

The Herbert Wertheim College of Medicine is seeking a Senior Coordinator of Administrative Services to join its financial operations team.

Responsibilities

• Oversee all travel, non-travel, and mileage reimbursement processes for the Herbert Wertheim College of Medicine (HWCOM), including reviewing submissions from various units and processing expense reimbursements for foundation-funded costs, event-related purchases, and student food expenses.
• Coordinate all catering functions for HWCOM, serving as the primary liaison between departments and external vendors. Place catering orders in a timely manner and process related internal payments through the FIU Foundation.
• Review and monitor operational requests to ensure compliance with departmental Service Level Agreements (SLAs) and established requirements. Generate and analyze SLA-related reports to ensure timely and efficient processing.
• Track and reconcile the travel budget for HWCOM staff and administrative personnel, comparing estimated travel costs to actual expenses by analyzing PeopleSoft expense reports. Review all required documentation for guest travel reimbursements prior to expense manager approval.
• Collaborate with end users to correct discrepancies, ensuring accuracy and compliance. Follow up with hotels regarding credit card authorizations and folios.
• Provide training to staff on financial processes, including submitting Finance 360 requests, travel expense reports, PCard reconciliation, and other expense-related procedures.
• Provide comprehensive administrative support to HWCOM Financial Operations, including managing internal and external correspondence, coordinating daily assignments for office staff, organizing documentation, and facilitating workflow processes.
• Act as a liaison between the Office of the Controller and HWCOM faculty and staff to resolve reimbursement discrepancies, ensuring clear communication and timely follow-up for accurate and compliant expense processing.
• Process all FIU Foundation invoices and serve as the subject matter expert on allowable expenses under this funding source. Provide guidance to departments to ensure compliance with foundation policies and procedures.
• Serve as the University's credit card user for departmental transactions, adhering to University credit card policies and procedures.
• Review, distribute, and maintain documentation related to key financial operations, including purchasing, accounts payable, and expense reimbursements. Oversee reconciliation of expense transactions, verify payment records, review invoices, and ensure accurate recordkeeping.
• Perform related duties as assigned by supervisor.

Requirements

• 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

$48,000–$51,400 annually.

Schedule

8:30 AM – 5:00 PM.