Office Manager

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.

The Office Manager supports the Associate Vice President and the Office of the Provost Planning & Finance by managing schedules, meetings, and administrative tasks. Acts as the HR Liaison, handling recruiting, evaluations, personnel actions, payroll, and maintaining confidentiality. Coordinates travel, office supplies, and procurement processes. Manages financial tasks such as expenditure processing and reporting. Oversees research and coordination related to collective bargaining, maintain office records, and ensure compliance with relevant guidelines.

• Provides support to the Associate Vice President including scheduling office meetings, preparing meeting materials, planning activities and providing overall calendar support.
• Serves as the HR Liaison for the Office of the Provost Planning & Finance and provides administrative support for staff recruiting, searches, performance evaluations, reclassifications, personnel actions, contract processing, assignment distribution, payroll and special projects while maintaining confidentiality on all matters.
• Serves as the University's credit card user for departmental transactions. Adheres to University's credit card policies and procedures.
• Coordinates office supply orders, work order requests and schedules services as requested for the Office of the Provost, Planning and Finance.
• Coordinates travel arrangements and expense reports for office personnel including reservations and hotel accommodations. Provides guidance to office personnel on FIU's policies and procedures tied to travel and services.
• Performs purchasing functions in relation to requisitions, purchase orders and Total Contract Management for the office.
• Performs expenditure/invoice processing and reporting for the office.
• Coordinates all other procurement process for area of responsibility.
• Manages and oversee research related to the United Faculty of Florida-FIU and Collective Bargaining matters for the Chief Negotiator for the Administration and bargaining team. Coordinates United Faculty of Florida-FIU and Collective Bargaining meetings and take meeting minutes, as well as prepare all updates for web and university-wide communications. Assist with draft bargaining contract language and ensure all related matters are completed in a timely manner to successfully ratify the collective bargaining contract.
• Maintains office records of purchasing and travel documentation, ensuring that records are up to date and complete.
• Provides general guidance to office personnel to ensure transactions comply with federal, state and /or University guidelines, policies, and procedures.

High school diploma or GED and six (6) years of office or related experience providing administrative support or managing/coordinating functions of an office or department; OR an equivalent combination of relevant education and/or experience.

Administrative

$48,000 - $53,000

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

Criminal Background Check

Ability to work flexible hours as needed.

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 member of the State University System of Florida and an Equal Opportunity, Equal Access, Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.