Manager Administrative Services - Office of Faculty Leadership and Success

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 administrative and financial operations associated with the Provost's Office of Faculty Leadership and Success (FLS).

• Manages the day-to-day operations associated with the Provost's Office of Faculty Leadership & Success (FLS), working closely with the Special Events Manager. Trains and supports student assistants and other support staff as needed in the office of FLS.
• Manages the Vice Provost's calendar and provides background information for meetings and events, both planned and requested.
• Manages and maintains the Office of FLS user account, which includes email, listservs, FLS calendar and Team and ensures timely and accurate responses to faculty correspondence. Supports and collaborates with the FLS leadership team to respond to inquiries related to faculty affairs.
• Keeps the Office SharePoint organized and updated to ensure proper records management.
• Proactively ensures timely and accurate delivery of FLS communications such as annualized university-wide memos and calls for submissions in alignment with the annual FLS calendar.
• Provides administrative support for leadership team in the Office of FLS.
• Collaborates closely with the Office of the Provost, Academic Affairs/Planning & Finance, and the Office of the President on administrative operational matters, including those related to tenure, promotion, hiring with tenure, sabbatical and professional development processes, faculty awards, emeritus appointments et al
• Works closely with the FLS Panther180 liaison to coordinate operations around faculty activity reporting in alignment with the FLS calendar.
• Serves as the Vice Provosts office liaison to the Chairs Advisory Council (CAC); maintains an updated list of all Chairs and Directors. Works with the CAC Chair/Steering committee to schedule annual meetings and ensure calendar invitations are timely and accurate. Uploads all chair materials to FLS shared site. Supports the agenda and operation of CAC meetings, including (working with the FLS Panther180 admin) to track Chair attendance, send post-meeting Qualtrics surveys and produce an annual report.
• Maintains an accurate and updated list of academic associate and assistant deans that are involved in overseeing faculty matters. Ensures communications and invitations are timely and accurate. Uploads materials used in FLS informational or training meetings with the deans, associate deans, and/or assistant deans to FLS SharePoint.
• Initiates updates to the Provost's website on FLS matters, including updating the CAC page, adding award recipient names on an annual basis, and the updating the FLS page, as needed.
• Gathers and assists in preparing necessary Board of Trustee materials related to faculty matters for the Vice Provost.
• Examines correspondence, and other documents submitted for the Vice Provost's signature to ensure accuracy and completeness.
• Collaborates and works independently, to explore and suggest solutions, in addition to executing deliverables and troubleshooting issues, and recommends and implements new operational processes, as needed.
• Manages the budget and related financial matters as they relate to the Provost's Office of FLS. Works closely with the Office of Provost, Academic Affairs/Planning and Finance to ensure budgetary needs are met and budgetary compliance is observed.
• Serves as the University's Credit Card user for departmental transactions. Adheres to University's guidelines and regulations for the Provost's Office of FLS.
• Completes vendor payments, reimbursements, expense reports and other related financial functions incurred by FLS programs as requested by the Vice Provost.
• Seeks to work proactively to meet office's needs and seeks clarity on needs of office in order to optimize operational processes.

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.

• Knowledge of advanced features in Microsoft Office Suite and SharePoint.
• Knowledge of PeopleSoft.
• Ability to handle information of sensitive and confidential nature in a professional manner. Ability to demonstrate a strong attention to detail.
• Experience working in Higher Education

Administrative

• Begin time: 8:30 AM
• End time: 5:00 PM

Expanded Background Check

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

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.