Senior Executive Assistant - Herbert Wertheim College of Medicine
Florida International University - Herbert Wertheim College of Medicine

Job Title: Senior Executive Assistant - Herbert Wertheim College of Medicine
Location: Modesto A. Maidique Campus
Regular/Temporary: Regular Regular
Full/Part Time: Full-Time Full-Time
Job ID: 533650 533650
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.

Job Summary

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

Duties include:

• Manages project activities for the Office of Development, ensuring meticulous coordination of resources in support of program goals. Utilizes systems to track projects and events and ensure action items and deadlines are being met. This includes handling logistical details for events, visits, donor engagements, and office initiatives. Proactively anticipates inquiries and concerns, addressing them through efficient problem-solving and the implementation of innovative solutions, often involving modifications to existing processes or the creation of new procedures.
• Provides administrative support to the Associate Dean and the Development Team by maintaining the Associate Dean's schedule, ensuring appointments are organized and prioritized, preparing them for each meeting or engagement, coordinating meetings, preparing correspondence, managing email, and assisting with the planning and logistics for various events.
• Oversees and coordinates all development/advancement team travel, including facilitating reimbursement of expenses and initiating fund transfers. Additionally, manages Finance 360 requests, coordinates vendor registration for FIU, handles expense report submission and reimbursement tracking, and facilitates the acquisition of essential materials like shipping labels and business cards.
• Schedules, organizes, and coordinates meetings with internal and external stakeholders, ensuring executive leaders are fully prepared by arranging advanced documentation reviews, preparing agendas, identifying participants, distributing briefing materials, developing and organizing presentations, and supplying all essential information. Additionally, provides directions to visitors and initiates follow-up actions, meetings, and communications for key stakeholders as directed.
• Creates/maintains new project accounts and ID's in foundation. Monitors and ensures accuracy of current accounts.
• Coordinates the entry, import/export, and query of prospect/donor data in RE (Raisers Edge) for the College. Initiates requests for profiles on individuals and foundations, prospect lists, and specific fundraising initiatives and campaigns. Generates regular and ad-hoc reporting requirements and requests in Advancement databases (Raisers Edge, Tableau, etc.).
• Creates monitoring and tracking mechanisms for required metrics and measurements for fundraising activity. Pulls data for all reporting needs, tracks related activity and keeps development team informed. Shares status updates and progress with team on a regular basis.
• Responsible for ordering and maintaining office supplies, managing office equipment and technology, and ensuring the office is clean, organized, and secure.
• Serves as a University card user for departmental transactions. Adheres to University credit card policies and procedures.
• Handles donated funds in the forms of checks, stocks and other negotiable securities. Ensures compliance with University and State of Florida statutes, guidelines, and policies and procedures associated with budget and procurement.
• Collaborates with various university administrators, staff, constituents, and VIPs, serving as a liaison between the department and other agencies, departments, and vendors. Handles confidential records/information regarding gifts and donors, preparing documentation for processing Deposit Transmittals and Foundation invoices.
• Performs other related duties as assigned 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 four (4) years of office or related experience providing administrative support, or coordinating functions of an office or department; OR eight (8) 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.

Job Category

Administrative

Advertised Salary

$65,000 - $75,000

Work Schedule

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

Pre-Employment Requirements

Expanded Background Check

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.

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.

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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