Office Manager
Florida International University
Miami, FL
Full-time
Administration / Clerical
Posted on April 21, 2024
About FIU
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.
Job Summary
Manages and organizes the overall day-to-day operations and procedures for Campus Life (CL), at both MMC and BBC locations, in order to ensure organizational effectiveness and efficiency. Provides administrative support to the Director.
High school diploma or GED and seven (7) years of office or related experience providing administrative support or managing/coordinating functions of an office or department.
Desired Qualifications
Administrative
Advertised Salary
$40,000 - $50,000
Work Schedule
Begin time: 8:30 AM
End time: 5:00 PM
Working Condition(s)
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.
How To Apply
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.
Disclosures
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.
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.
Job Summary
Manages and organizes the overall day-to-day operations and procedures for Campus Life (CL), at both MMC and BBC locations, in order to ensure organizational effectiveness and efficiency. Provides administrative support to the Director.
- Manages the overall day-to-day operations of Campus Life and affiliated organizations. Oversees all administrative activities of the office at both MMC and BBC locations, as well as the Campus Life Student Leaders Office at BBC. Submits work orders to Facilities and other campus entities, as needed, to ensure safe and efficient working conditions and appropriate access to spaces for staff and students. Manages Conference Room and/or swing space calendar for BBC office, and assists in maintaining the Director's calendar, scheduling appointments, and scheduling accommodations for meetings and conferences, as needed.
- Serves as department HR Liaison for Campus Life. Attends monthly HR Liaison meetings to brief department on HR updates, assisting Director/Associate Directors at MMC and BBC with recruitment process (posting positions, coordinating interviews, etc.), making position updates through ePRF system, submitting any HR-related paperwork for FMLA, leaves of absence, etc., and managing student leader hiring and onboarding process for all Campus Life agencies and bureaus (BSU, Homecoming, Panther Power, RSO Council, and SPC). Handles confidential HR matters using good judgment.
- Responsible for hiring, training, and supervising full-time Office Specialist based in the MMC Campus Life Office, as well as student assistants staffing front desks at MMC and BBC, and the CL Student Leaders Office at BBC. Ensures appropriate office coverage. Audits and approves online timecards for Campus Life student assistant staff and serves as payroll proxy for Director as needed.
- Manages the orders and monitors office supplies and equipment for MMC and BBC office locations. Makes purchases for department, agencies/bureaus, and registered student organizations, as needed, with commodity card.
- Monitors departmental workflow processes and makes suggestions for improvement.
- Manages maintenance and ordering of computer equipment for Campus Life (laptops, tablets, peripheral equipment, etc.), including the maintaining of records of equipment purchases and assignment to staff and office spaces, as appropriate. Manages IT requests for the department.
- Creates Travel Authorizations for Campus Life staff; Campus Life agencies/bureaus (BSU, Homecoming, Panther Power, RSO Council, and SPC); and registered student organizations, as needed.
- Coordinates travel arrangements for Campus Life staff, agencies/bureaus, and registered student organizations (as needed), including conference registration, accommodations, airfare, etc.
- Manages internal and external correspondence for Campus Life and responds to a variety of inquiries from students, faculty, staff, and community members. Composes letters, memos, and departmental paperwork for Director's signature.
- Develops and implements operating procedures for Campus Life locations at MMC and BBC. Composes office procedure manuals.
- Interprets and communicates policies and procedures to ensure compliance with Federal, State, local, University, and Division of Academic and Student Affairs policies and procedures.
- Compiles and maintains databases for Campus Life and related programs and maintains directory of organizational contacts.
- Coordinates use of various office machines and services. Resolves office operational needs and conflicts that may arise.
- Assists Director in the development of operational budget.
High school diploma or GED and seven (7) years of office or related experience providing administrative support or managing/coordinating functions of an office or department.
Desired Qualifications
- Experience managing staff and the administrative operations of an office/department preferred.
- Experience managing human resource, budget, and purchasing functions preferred.
- Flexibility and the ability to work evening and weekend hours required. Based primarily at BBC, but occasional travel to and office hours at MMC are required.
Administrative
Advertised Salary
$40,000 - $50,000
Work Schedule
Begin time: 8:30 AM
End time: 5:00 PM
Working Condition(s)
- Required to spend 50% or more of time operating a computer
- Lifting, carrying, or pushing/pulling
- Criminal Background Check
- Driver's License Check
- Ability to work evenings and weekends.
- Ability to work flexible hours as needed.
- Travel to FIU Campus
- Ability to travel locally
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.
How To Apply
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.
Disclosures
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.
