Executive Assistant - 534718

Executive Assistant - 534718

ABOUT FIU

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.

POSITION DESCRIPTION

The Herbert Wertheim College of Medicine is currently seeking an Executive Assistant to join our team of professionals.

Duties include:

• Manages, prioritizes, and updates the calendar and schedules for the Associate Dean of Curriculum and Medical Education, Assistant Dean for Clinical Education, and Assistant Dean for Foundational Science. Also works with HWCOM Finance to request travel arrangements and submit proper documentation for reimbursements as needed.
• Facilitates communication with leadership and executive management teams within FIU and HWCOM in a timely and efficient manner. Understands and interprets the College's and University's policies, as well as, administrative and fiscal rules and policies, in order to advise the Office of Medical Education (OME) accordingly in related matters. Manages the OME component of the Continuity of Operations Plan.
• Manages purchasing and contracting services for OME (including processing special orders, memberships, office supplies, etc.) in accordance with University and State regulations. Maintains internal records for purchasing and contracting services and collaborates with the HWCOM Financial Operations team as needed.
• Develops, implements, and assists in the evaluation of operational procedures to ensure the efficient functioning of the OME within HWCOM.
• Coordinates meetings and logistics for the MD Program Curriculum Committee and its Subcommittees including the recording of minutes, preparation of agendas, and maintenance of up to date records of decisions, policies, procedures, and other records relevant to the proceedings of those groups. Ensures follow-up on action items and communication with key stakeholders.
• Manages the administrative process for the Medical Student Evaluation and Promotions Committee (MSEPC) and the Appeals Committee including communication with students, coordination of and preparation for meetings, and maintenance of up to date records of outcomes and decisions. Acts as a liaison to Academic Affairs, Student Affairs, the MSEPC, and the Appeals Committees.
• Ensures compliance with due process requirements as outlined in the Medical Student Handbook.
• Prepares and send notifications to students regarding academic performance and breaches of the Professionalism Standards as outlined by the Medical Student Handbook. Maintains student records with all relevant files.
• Tracks student performance and provide updates for all faculty and staff involved in the student evaluation processes.
• Stays abreast with FIU and HWCOM By-Laws, American Association of Medical Colleges (AAMC), Liaison Committee on Medical Education (LCME), National Institutes of Health (NIH), and FIU Faculty By-Laws and Student Handbook and any other agency needing this information.
• Assists with the gathering or research of any needed Liaison Committee on Medical Education (LCME) documentations needed for the accreditation process.
• Serves as a University card user for departmental transactions. Adheres to University credit card policies and procedures. Including Reconciliation of OME Credit Card Purchases and working with Finance regarding invoices related to OME.
• 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.

MINIMUM QUALIFICATIONS

Bachelor's degree and two (2) years of office or related experience providing administrative support, or coordinating functions of an office or department; OR six (6) years of 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.

TO APPLY

To apply, please visit us on-line at https://hr.fiu.edu/careers/, click on “Prospective Employees” or “Current Employees” and search for job opening ID 534718.

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 without regard to race, color, religion, sex, age, national origin, disability, or protected veteran status. For inquiries regarding nondiscrimination, contact FIU's Office of Civil Rights Compliance and Accessibility at 305.348.2785 or email ocrca@fiu.edu.