Office Manager

Florida International University is a Top 50, preeminent public research university with 55,000 students from all 50 states and more than 140 countries, as well as an alumni network of more than 340,000. Located in the global city of Miami, the university offers more than 200 degree programs at the undergraduate, graduate and professional levels, including medicine and law. FIU faculty are leaders in their fields and include National Academy members, Fulbright Scholars and MacArthur Genius Fellows. A Carnegie R1 institution, FIU drives impactful research in environmental resilience, health and technology and innovation. Home to the Wall of Wind and Institute of Environment, FIU stands at the forefront of discovery and innovation. With a focus on student success, economic mobility and community engagement, FIU is redefining what it means to be a public research university.

Under minimal supervision, manages the day-to-day administrative/office operations of the department and provides advanced administrative assistance to the chair. Oversees all office functions and work processes. Independently plans, organizes, and schedules work. Exercises judgement to handle complex situations and conflicts in the office. Demonstrates the professionalism needed to handle sensitive and confidential matters. Supervises temporary positions and students, as needed.

• Implements responsibility for smooth and efficient operations of the office.
• Prepares annual course scheduling and course advising forms for students, using Panther Soft.
• Communicates with faculty and adjuncts as necessary to maintain accurate information. Works with academic community that speak English and Spanish.
• Initiates the credentialing process for all faculty, adjuncts and graduate teaching assistants.
• Maintains faculty, adjuncts and graduate assistants' office hours and schedules.
• Manages the dissemination & collection of evaluations of faculty, adjuncts, course, etc.
• Provides relevant information and updates databases of current and graduated students (including their current employments) to the Account Manager to update the departmental website.
• Collaborates with the Account Manager on facilitating the planning, marketing, student recruitment and implementation aspects of the new Global Health MPH and PhD courses.
• Organizes and maintains the department's calendar and complete any required administrative or meeting management to meet the business needs of the department. Keeps the chair abreast of scheduled meetings and other appointments. Provides necessary documentation or background information for meetings. Prepares agendas and materials for meetings. Plans, schedules and records minutes of office meetings/activities.
• Assists the Chair in implementing new global health short courses and other project activities locally and internationally. Coordinates and oversees departmental travel arrangements and expense reports for Chair and faculty, including but not limited to: TAR's, arranging event schedules, arranging location ,transportation, and project site visits. Inputs travel authorization requests and processes credit card transaction for the department.
• Maintains and monitors budget accounts and records for the Department of Global Health, and the Department of Health Policy and Management.
• Manages departmental fiscal transactions upon chair authorization including but not limited to requisitions and reimbursements, department commodity & travel cards.
• Maintains files containing chairs and faculty expenses for tracking and financial analysis. Serves as the University's credit card user/approval for departmental transactions. Adheres to University's credit card policies and procedures.
• Carries out smooth and efficient managerial operations of the Department of Global Health.
• Handles confidential HR issues using good judgment. Works closely with the college's HR Team to manage the HR request such as submitting additional compensation contracts for faculty, completes necessary HR/payroll forms such as grants management, change in funding. Serves a proxy for the Chair to approve all payroll activities for the Department via HR PantherSoft system.
• Assist with Search and Screen Chair in maintaining candidates' files and compiles information for committee use, prepare and process travel arrangements for faculty candidates, schedule appointments for candidate visit, reserve room/resources for candidate presentation, etc.
• Submits scholarship paperwork for students who will receive a direct scholarship payment through department funds.

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

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.