Coordinator of Administrative Services

FLORIDA INTERNATIONAL UNIVERSITY   Miami, FL   Full-time     Administration / Clerical
Posted on April 23, 2024
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Coordinator of Administrative Services


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 Coordinator of Administrative Services to join our team of professionals.

Duties include:

  • Coordinates administrative support in the Office of Medical Education by assisting with tasks across multiple committees.
  • Provides support to the Senior Executive Assistant in the Office of Medical Education with the execution of duties related to the Alpha Omega Alpha Honors Society including but not limited to managing student data related elections, assisting in the logistics and planning of the group's annual induction ceremony, and correspondence regrading award opportunities.
  • Develops on-boarding processes and materials for new advisors/coaches in collaboration with the leadership team.
  • Organizes faculty development meetings for advisors/coaches including scheduling, agenda, setup and break down.
  • Assists with curriculum mapping data entry and maintaining advisor or coach roster and any necessary assignment changes.
  • Schedules advising and /coaching appointments for students, along with follow ups and documentation of these appointments. Tracks meetings with students to ensure that all students have annual meetings, and that all faculty time is properly recorded.
  • Organizes, tracks, completes and maintains advising/coaching files. Coordinates with the Office of Student Affairs (OSA) for the purpose of proper student record keeping and appropriate exchange of information.
  • Liaises with the Herbert Wertheim College of Medicine (HWCOM) Information Technology team in the design, planning, implementation, and problem resolution for expanded use of technology to manage processes related to advising/coaching.
  • Assists with preparing surveys and gathering data to measure and evaluate outcomes and quality of the advising/coaching program
  • Assists with Graduate Certificate Program course management, communication, and scheduling (canvasmed and outlook). Provides assistance with syllabi, CanvasMed, creation of quizzes, exams, assignments, psychometrics, course evaluations, etc. Maintains CanvasMed page with up-to-date resources.
  • Coordinates assembly of Graduate Certification Program application documents from the FIU University Graduate School application system and the Graduate Certificate Program departmental application portal. Assesses completion status of applications and communicates with applicants appropriately.
  • Answers emails and phone inquiries from students in the Graduate Certificate Program. Directs student's issues to appropriate personnel.
  • Performs essential duties in emergencies (e.g., hurricanes, storms) and/or any other university emergency closing. Is expected to report to work as needed during university emergency closing, given appropriate notification from Department administrator.
  • Performs 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.


Bachelor's degree and two (2) years of office or related experience providing administrative support or coordinating functions of an office or department.


For more information or to apply, please visit us on-line at and reference job opening ID JOBID: 532061.

FIU is a member of the State University System of Florida and an Equal Opportunity, Equal Access, Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.

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