Office Manager - Student Affairs

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.

Oversees office operations and supervises the front desk staff, monitors and ensures quality of services at the front desk (phone calls and face-to-face interactions), handles and assigns incoming service/project requests from an interdisciplinary team of over 25 clinicians, manages administrative calendars and committee meetings, acts as administrative assistant to CAPS/VEP Director, handles student concerns/complaints, and ensures student privacy and confidentiality.

• Manages and provides leadership in all areas of student services for the department. Coordinates and maintains daily functions and ensures efficient and effective operations in the office. Monitors daily processes and uses initiative and judgment to address matters requiring immediate attention.
• Provides administrative assistance to CAPS/VEP Director, including but not limited to scheduling, reminders, agendas, and other functions required to maintain departmental operations.
• Creates and maintains department policies and procedures, manages internal and external correspondence and documents (records requests, after-hours service reports, etc.), and schedules and prepares staff meetings.
• Supervises and manages Front Desk Staff, provides feedback, coaching, and performance evaluations for direct reports, resolves client complaints and concerns, and acts as a support for front desk team during peak traffic times (e.g., helps check in students, answers calls, schedules student appointments).
• Creates, manages, and ensures the appropriate administration of student satisfaction surveys. Creates and submits departmental surveys to identify areas of improvement and analyze employee morale.
• Recruits, selects, and trains new employees and helps manage all levels of on-boarding/off-boarding employees and trainees. Coordinates with department supervisors for recruitment related activities.
• Manages and maintains call center to ensure timely response to incoming calls, assists agents and helps resolve connectivity issues, and trains staff how to use required applications for the call center such as Cisco IP Communicator and Cisco Jabber.
• Collaborates with SHW team to resolve confidential HR/personnel issues and serves as payroll timekeeper or proxy for administrators.
• Oversees filing systems integrity and security and organizes and manages document/file storage and retrieval at Iron Mountain and other facilities providing services to the department.
• Anticipates and proactively resolves complex situations and conflicts involving the services and functions of the department. Monitors workflow, makes recommendations, and implements improvements to office processes and procedures.
• Performs other related duties as required or as directed. The omission of specific duties does not preclude the supervisor from assigning duties that are logically related to the position.

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.

• Bachelor's degree or Associates Degree.
• Supervisory and customer service experience.

Administrative

$45,000 - $47,250

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

Required to spend 50% or more of time operating a computer

Expanded Background Check

• Ability to work flexible hours as needed.
• Ability to work occasional evenings, weekends and at locations outside of the University
• Shift may vary according to departmental needs.
• 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 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.