Coordinator 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.

Provides comprehensive administrative and operational support to a clinical practice, working closely with the Clinic Director and Practice Manager to ensure smooth functioning across multiple systems and workflows. Key responsibilities include overseeing user access and training for the electronic medical record (EMR) system, maintaining compliance with documentation protocols, and supporting billing processes by preparing invoices and insurance claims while facilitating patient payment plans. Manages various clinic databases such as REDCap and SharePoint, coordinates internal schedules and on-call rotations, and serves as a backup for front office operations, including patient registration and payment handling. Processes referrals, managing financial entries, maintaining HIPAA-compliant records, organizing clinic events, and ensuring the clinic is well-stocked with assessment materials.

• Assists the Clinic Director and Practice Manager with oversight of the electronic medical record (EMR) and other clinic-related platforms. Processes onboarding and offboarding of users, ensuring all active users complete required training prior to receiving access to the EMR Assists with monitoring of staff and trainee adherence to EMR procedures and protocols, such as requirements related to session documentation. Follows-up with users regarding past-due and incomplete documentation.
• Contributes to the Clinic billing and invoicing. Reviews patient records and prepares invoices, statements, and insurance claims. Follows-up with payers and patients as needed regarding payments. Communicates information about past-due balances promptly to patients, payors, and Clinic care teams. Works with families to establish payment plans as needed.
• Maintains relevant clinic databases through REDCap, Sharepoint, and other relevant systems. Communicates with relevant staff from clinical, clinical research, and other programs to maintain and up-to-date database of all CCF services. Onboards users and ensures users of these clinic databases have completed relevant training. Maintains and monitors reports pertaining to patient flow and record completion. Assists with summarizing reports for Clinic and Center needs.
• Serves as back-up for the front office. Assists with patient registration, answers incoming calls and routes as needed. Handles payments and deposits. Updates payments in the EMR and other relevant databases. Maintains patient files.
• Receives and processes patient referrals from external agencies.
• Assists with preparing batches and journals related to clinic revenues in FIU General Ledger.
• Assists the Practice Manager with coordinating front desk staff schedules to ensure sufficient coverage for Clinic operating hours.
• Coordinates the Clinic On-Call supervisor schedule and ensures the name and contact information of the on-call supervisors is communicated to relevant workforce members.
• Handles sensitive cardholder information and/or processes credit card transactions for the department/unit.
• Assists with training and support to Clinic workforce to ensure compliance with Clinic procedures.
• Assists with Clinic recruitment events and other Clinic-related events. Able to attend off-campus events .
• Processes patient records requests in accordance with HIPAA regulations and all other relevant rules, laws, and procedures.
• Maintains supply of clinic assessment materials and other supplies. Monitors number of materials on-hand and replenishes as needed. Facilitates ordering of assessment materials for clinic and clinical research groups.

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

Administrative

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

• Fingerprinting Check
• Expanded Background Check

• Ability to work flexible hours as needed.
• Travel to FIU Campus

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.

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.

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 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.