Office Manager - College of Arts Sciences & Education

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.

Manages the day-to-day office operations and activities of the department of Teaching and Learning in the School of Education in the College of Arts, Sciences and Education (CASE). Handles complex situations and conflicts. Independently plans, organizes and schedules work.

• Manages the day-to-day administration and operation of the department including maintaining and monitoring a coverage schedule for the office. Establishes and implements procedures for smooth and efficient operations of the office. Resolves a wide variety of complex situations and conflicts involving the functions of the office. Monitors workflow processes and suggests and implements improvements. Ensures policies and procedures are being followed. Assists in organizing meetings among department committees
• Supervises, trains, assigns tasks and provides assistance to lower level staff.
• Manages the faculty search process for the department. Serves as the main point of contact for applicants, interview schedules and TAR's. Works closely with CASE-HR in processing HR requests for the department. Maintains discretion when handling HR Confidential matters.
• Prepares faculty TARs and reimbursement for staff, administrative, temporary, students, and faculty. Maintains records of department travel encumbrances and expenditures.
• Reviews overload, adjunct and dual enrollment spreadsheets with Chair and Scheduler/Office Specialist for accuracy. Prepares the necessary forms/contracts for faculty overloads, adjunct pay and others as needed. Department Faculty 9 month salary summer input
• Works closely with the Chairperson in monitoring and managing Department budget accounts assigned by the Dean's Office. Provides recommendations with regard to purchasing, expenses, discretionary accounts.
• Serves as the University's credit card user for the department. Manages departmental inventory and purchases. Orders supplies on a routine basis. Creates unencumbered forms for payments for honorariums for outside department or grant related visitors.
• Maintains accurate records of student enrollment in courses by semester.
• Prepares, updates FIU Ready (emergency plan) every year
• Performs essential duties in emergencies such as hurricanes, storms, and/or any other university emergency closing. The employee is expected to be available to report to work as needed during university emergency closing with appropriate notification from a department administrator.
• Creates, reviews, and processes procurement contracts in the Total Contract Management (TCM) system.
• Serves as the main point of contact for department assets and moves management including tracking inventory, property transfer, and surplus.
• Manages work orders and key control requests for the department.
• Works collaboratively with university departments to ensure all guest speakers and suppliers have completed their purchasing documentation to become registered vendors
• Reviews and approves support staff procurement card transactions.
• Reviews and processes course overloads, faculty and adjunct courses, and enrollment schedules for accuracy.

High school diploma or GED and six (6) years of office or related experience providing administrative support to include coordinating/managing functions of an office or department; OR an equivalent combination of relevant education and/or experience.

Administrative

• Begin time: 8:00 AM
• End time: 4:30 PM

Expanded Background Check

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

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.

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.

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.