Manager Administrative Services

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 processes, administrative procedures, and policies to increase efficient and effective operations for the department of budget with the FIU Foundation. Makes high-level independent decisions regarding operational and financial activities. Supervises work of designated employees

Reviews and processes procurement contracts in the Total Contract Management (TCM) system and FIU Foundation. Ensures contracts follow state and/or University guidelines and policies and are in compliance with budget. Manages the daily workflow operations and information for the office, including all aspects of procurement and inventory.

Serves as liaison and main point of contact for division-wide asset and moves management including tracking inventory, property transfer and/or surplus. Monitors the division inventory monthly and updates for archival and property control purposes. Serves as the primary liaison for operational questions or issues. Responsible for managing work orders for the division to ensure efficiency, and effective use of division resources. Purchases and manages inventory of materials and supplies for the common areas of the division, including division office supplies.

Works with the team to develop the department's annual operating budget. Manages and monitors the department budget. Ensures all expenses comply with University and Foundation policies and guidelines and aligned with the goals of the department. Runs queries and reports in PeopleSoft. Develops and prepares a detailed response to explain any budget variances throughout the year. Conducts research, prepares, and compiles confidential reports as requested. Analyzes the department's performance and provides recommendations to the Executive Director. Works with the team in ensuring alignment of activities with the department's strategic plan to support the division's goals.

Works collaboratively with division to ensure all consultants and suppliers have completed their purchasing documentation to become registered vendors to allow them to receive payment from the University.

Reviews, resolves, and responds to requests for information, data, and services. Manages information to foundation staff regarding budget and operational activities including the appropriateness of expenditures, contract requirements, and changes in policies and procedures for the budget and contract process.

Recommends operational process improvements/efficiencies; drafts policies and procedures on behalf of the Executive Director for division-wide implementation.

Provides high-level coordination and support to the Finance and Administration department, Information Systems and Operations. Manages the effective and efficient operational and administrative functions of the department.

Provides administrative support to the Executive Director, including maintaining calendar, schedules, and any other meeting arrangements as needed. Manages and coordinates conferences, seminars, and planning sessions for the Executive Director and the department. Coordinates travel arrangements and expense reimbursements for the Finance, IT, and Operations departments.

Interacts with various university administrators and staff, and with the university's constituents. Establishes and maintains close liaison with other departments to assure coordination of effort and exchange information. Facilitates the workflow for the department and provides follow-up on pending issues. Interprets policies/procedures and ensures compliance with such policies/procedures.

Serves as a Procurement cardholder for departmental transactions. Adheres to University's credit card policies and procedures. Reviews and reconciles all transactions before submitting for final approval.

Serves as Procurement Card and Foundation Card approver/back-up approver for the division. Assures compliance and adherence to University and Foundation credit card policies and procedures. Maintains records of Procurement and Foundation Card receipts for assigned cardholders.

Performs essential duties in any emergencies such as hurricanes, public health emergencies, and/or any other university emergency closing. The employee is expected to be available to report to work as needed during emergency closing with appropriate notification of a department administrator.

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

Advanced Microsoft Office skills.

Business writing experience.

PeopleSoft Financials or other Financial CRM 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.

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 contractors legal duty to furnish information.

FIU is an equal opportunity provider and does not discriminate on the basis of race, color, sex, sexual orientation, gender identity, pregnancy, religion, age, disability, national origin, marital status, and veteran status in its programs and activities. For inquiries regarding nondiscrimination contact FIUs Title IX Coordinator and Director of the Office of Civil Rights Compliance and Accessibility at 305.348.2785 or email ocrca@fiu.edu.