Office Manager - College of Public Health & Social Work

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.

Under minimal supervision, manages the day-to-day administrative and office operations of the Department of Health Promotion & Disease Prevention and provides advanced administrative support to the Department Chair. Oversees all office functions and work processes to ensure the efficient and effective operation of the department. Independently plans, organizes and prioritizes work responsibilities, exercising sound judgment to address complex situations and resolve office-related conflicts. Demonstrates a high level of professionalism in handling sensitive and confidential matters .Supervises temporary staff and student workers as needed.

• Prepares, scans and formats materials for classes; orders textbooks and other instructional materials as needed. Oversees and maintains department filling systems to ensure efficiency and organization.
• Provides administrative support for faculty search and screen processes, including maintaining files, compiling committee materials, arranging travel, scheduling interviews, and reserving rooms for candidate presentations, etc.
• Manages the dissemination and collection of faculty, adjunct, and courses evaluations.
• Maintains and updates databases of current students, alumni, including their current employment information) and coordinates with the Senior Account Manager to ensure the website is up to date.
• Serves as the department and HPDP Research labs procurement agent to ensure procurement operation functionality. Ensures that departmental requisitions, purchase orders and supply delivery have been delivered to requestor, and /or delivers as needed; marks orders as complete and finalized.
• Manages departmental fiscal transactions upon chair authorization including but not limited to requisitions and reimbursements, department commodity & travel cards. Disseminates departmental telephone billing for review and collection of personal calls. Initiates the credentialing process for all faculty, adjuncts and graduate teaching assistants.
• Coordinates and oversees departmental travel arrangements and expense reports for chair and faculty. Inputs travel authorization requests and processes credit card transaction for the department. Maintains files containing chairs and faculty expenses for tracking and financial analysis. Serves as the Procard user/approver for departmental transactions. Ensures compliance with university credit card policies and procedures.
• Serves a proxy for the chair to approve all payroll activities for the department via HR system.
• Maintains course scheduling in the system. Communicates with faculty and adjuncts as necessary to maintain accurate scheduling information. Prepares annual course scheduling and advising forms for students.
• Maintains faculty, adjuncts and graduate assistant office hours and schedules. Schedules appointments and maintains calendars.

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: 8:30 AM
• End time: 5:00 PM

Expanded Background Check

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.