Office Manager

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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 Mac Arthur 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 Panther Soft 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

$45,000 -…