Office Specialist - The Charlotte Observer Publishing Company : Job Details

Office Specialist - 535087

ABOUT FIU

Florida International University is atop public universitythat 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

Herbert Wertheim College of Medicine is currently seeking an Office Specialist to join our team of professionals.

Duties Include:

• Organizes various Educational Seminar Series, Faculty Meetings, and other educational meetings. Provides Continuing Medical Education (CME) applications and finance & travel documentation to speakers. Ensures biography, photo and any other documentation is received, completed in its entirety, and forwarded to respective departments.
• Composes and/or prepares a wide variety of materials and presentations for the assigned department faculty and staff. Edits content and adds appropriate graphic and design elements.
• Performs clerical duties to include answering telephone calls, filing and data entry. Assists with internet research, compiling data and creating spreadsheets.
• Assists with scheduling and coordinating conferences, meetings, appointments, and travel arrangements for assigned department faculty and clinical staff.
• Creates save the dates, notifications, invitations, agendas, list of attendees, and coordinates catering orders for all educational meetings.
• Creates, processes and tracks departmental purchases in respect to educational initiatives and for assigned faculty and clinical staff.
• Creates student schedules for the psychiatry rotation for both International Medical Students and Master in Physician Assistant Studies programs.
• Organizes the Psychiatry Observed Interviews and meetings for the medical students who are interested in psychiatry. Ensures meeting calendar invites are up to par and confirms meetings appointments prior to day of scheduled meeting.
• Maintains records of orders and inventory and follows up with vendors on shipment and delivery for educational initiatives.
• Maintains strong relationships with faculty and staff by handling questions and concerns with speed and professionalism.
• Travels to The Department of Psychiatry and Behavioral Health (DOPBH) affiliated sites
• Performs other related duties as required or as directed. The omission of specific duties do not preclude the supervisor from assigning duties that are logically related to the position.
• Works directly with and/or resides with minors and/or vulnerable persons.

MINIMUM QUALIFICATIONS

High school diploma or GED and four (4) years of office or related experience providing administrative support or coordinating functions of an office or department.

HOW TO APPLY

For more information or to apply, please visit us on-line at and reference job opening ID JOB ID: 535087. Qualified applicants must submit a letter of interest accompanying their curriculum vitae with names and addresses of three professional references.

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.###.#### or email [email protected].