Manager Administrative Svcs - Herbert Wertheim College of Medicine

Job Summary

The Herbert Wertheim College of Medicine is seeking a Manager of Admin Services to support the Office of Development. The role will manage daily operations, coordinate resources, track project timelines, support program initiatives, and implement process improvements. Responsibilities also include event logistics, donor engagement, calendar and meeting coordination, procurement, budgeting collaboration, report and presentation creation, data management in Foundation systems and Raisers Edge, and liaison duties.

Manage daily operations for the Office of Development, ensuring coordination of resources, tracking project timelines, monitoring deadlines, and supporting program goals and initiatives.

Oversee events logistics, visits, donor engagements, and proactively resolve operational issues.

Provide administrative support to the Associate Dean and Development Team: calendar management, meeting coordination, correspondence preparation, email management, and event planning support.

Maintain a centralized repository of donor communications and presentation materials, and ensure historical records are in place.

Coordinate Development team travel, expense reimbursements, vendor registration, Finance
360 requests, expense reporting, office supplies, and procurement activities. Collaborate with Finance on annual budget development.

Schedule, organize, and coordinate meetings with internal and external stakeholders, prepare agendas and briefing materials, develop presentations, and facilitate follow‑up communications and action items.

Create proposals, reports, and presentation materials supporting donor cultivation, solicitation, and stewardship; draft and compile content for annual reports, event summaries, and donor communications.

Create and maintain project accounts and IDs in Foundation systems, monitor account accuracy, and manage prospect/donor data in Raisers Edge.

Generate regular and ad‑hoc reporting in Advantage databases (Raisers Edge, Tableau, etc.), pull data for all reporting needs, track related activity, and share status updates with the team.

Serve as a University card user for departmental transactions, adhering to credit card policies and procedures.

Handle donated funds in checks, stocks, and securities, ensuring compliance with state statutes and procurement policies.

Serve as liaison between the department and other agencies, vendors, and handle sensitive donor and financial information with confidentiality.

Perform other related duties as assigned or directed. The omission of specific duties does not preclude the supervisor from assigning logical duties.

• Bachelor’s degree in business or related field and four (4) years of related business or administrative experience, or
• Master’s degree in business or related field and two (2) years of related business or administrative experience.

Administrative

$60,000 - $70,000

8:30am – 5:00pm

Criminal Background Check

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 decisions, programs, and events without regard to race, color, religion, sex, age, national origin, disability or protected veteran status. For inquiries regarding non‑discrimination contact FIU’s Office of Civil Rights at 305‑348‑2785 or send email to ocr.

Should you need an ADA accommodation to participate in a university event, program, or activity or require materials in an accessible format, contact FIU’s Office of Civil Rights (OCR) at 305‑348‑2785 or accommodations. All requests for ADA accommodation or accessible materials must be submitted at least seven (7) business days prior to the event or as soon as possible.