Florida International University - Board of Trustees
Office Manager - Department of Global & Sociocultural Studies
Florida International University - Board of Trustees, Miami, Florida, us, 33222
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.
Job Summary
Manages the day-to-day operations within the Department of Global and Sociocultural Studies, processes travel documentation for faculty and guests, coordinates administrative tasks with the Chair and Associate Chair, assists with contracts and scheduling, and maintains all departmental records. Monitors the department budgets and submits all purchasing requests via the Financials portal, along with any GovQuote, TCM and DSO requests. Serves as the financial liaison between the Department, School, Controller's, Purchasing, vendors, and other University and external offices. Assures the timely and correct payment of departmental invoices. Maintains and coordinates the submission of all records, digital and printed, related to department faculty (including third year reviews, tenure and promotion, and annual evaluations), staff time reports, facilities, equipment, and operations. Ensures that SharePoint site is kept up to date and organized. Works closely with the department Chair, Associate Chair, and the Directors of Graduate and Undergraduate Studies on planning and the daily operations of the department. Represents the Chair and/or Associate Chair at meetings to obtain and disseminate information. Supervises all program operations in the absence of the Chair and Associate Chair. Assists with schedules and attends faculty meetings and colloquiums, and helps coordinate departmental events Supervises, trains, and provides guidance to staff, temporary staff, student assistants, and Federal Work Study students to assure compliance with University, School, and Department policies and procedures in all areas. Assigns tasks, approves leave, and always ensures office coverage. Reviews and approves biweekly payroll for support staff. Assists in the preparation of Fall, Spring, and Summer schedules and assignments. Facilitates special class scheduling, including room and media requests. Works with faculty on class preparation materials. Communicates with SIPA Dean's Office on matters related to HR actions for Department of Global and Sociocultural Studies. Prepares department HR actions to include, but not limited to, creating contracts for faculty Overloads, Adjunct, Graduate Assistants contracts, Temporary (student and non-student) appointments hires, and Person of Interest (POI) agreements, employee leave forms and other actions. Manages and reconciles departmental expenses, including travel and other expenses using University's credit card. Submits requisitions and receives goods or services against purchase orders; creates travel authorizations and expense reports through the University's financial system. May process contracts in accordance with University purchasing guidelines. Adheres to University credit card policies and procedures Assists with the coordination of the departments study abroad programs, including vendor payments, travel documentation, supplier registration, and contract submissions. Establishes and manages goals for departmental staff, measures outcomes on a biannual basis and reviews PEP evaluations and staff performance with the Department Head Participates in HR related training's as needed to maintain competencies in system applications, policies, and procedures. Cross-trains procedures with department employees to ensure smooth operation of business processes. Prepares and submits all department related paperwork associated to in unit grant activity for faculty and postdoctoral associates. Serves as the University's credit card user for departmental transactions. Adheres to University's credit card policies and procedures. Minimum Qualifications
High school diploma or GED and six (6) years of office or related experience providing administrative support to include coordinating/managing functions of an office or department; OR an equivalent combination of relevant education and/or experience. Desired Qualifications
Experience in higher education. Experience in Campus Solutions. Job Category
Administrative Advertised Salary
$45,000- $55,000 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 Pre-Employment Requirements
Expanded Background Check Equal Employment Opportunity
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.
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Manages the day-to-day operations within the Department of Global and Sociocultural Studies, processes travel documentation for faculty and guests, coordinates administrative tasks with the Chair and Associate Chair, assists with contracts and scheduling, and maintains all departmental records. Monitors the department budgets and submits all purchasing requests via the Financials portal, along with any GovQuote, TCM and DSO requests. Serves as the financial liaison between the Department, School, Controller's, Purchasing, vendors, and other University and external offices. Assures the timely and correct payment of departmental invoices. Maintains and coordinates the submission of all records, digital and printed, related to department faculty (including third year reviews, tenure and promotion, and annual evaluations), staff time reports, facilities, equipment, and operations. Ensures that SharePoint site is kept up to date and organized. Works closely with the department Chair, Associate Chair, and the Directors of Graduate and Undergraduate Studies on planning and the daily operations of the department. Represents the Chair and/or Associate Chair at meetings to obtain and disseminate information. Supervises all program operations in the absence of the Chair and Associate Chair. Assists with schedules and attends faculty meetings and colloquiums, and helps coordinate departmental events Supervises, trains, and provides guidance to staff, temporary staff, student assistants, and Federal Work Study students to assure compliance with University, School, and Department policies and procedures in all areas. Assigns tasks, approves leave, and always ensures office coverage. Reviews and approves biweekly payroll for support staff. Assists in the preparation of Fall, Spring, and Summer schedules and assignments. Facilitates special class scheduling, including room and media requests. Works with faculty on class preparation materials. Communicates with SIPA Dean's Office on matters related to HR actions for Department of Global and Sociocultural Studies. Prepares department HR actions to include, but not limited to, creating contracts for faculty Overloads, Adjunct, Graduate Assistants contracts, Temporary (student and non-student) appointments hires, and Person of Interest (POI) agreements, employee leave forms and other actions. Manages and reconciles departmental expenses, including travel and other expenses using University's credit card. Submits requisitions and receives goods or services against purchase orders; creates travel authorizations and expense reports through the University's financial system. May process contracts in accordance with University purchasing guidelines. Adheres to University credit card policies and procedures Assists with the coordination of the departments study abroad programs, including vendor payments, travel documentation, supplier registration, and contract submissions. Establishes and manages goals for departmental staff, measures outcomes on a biannual basis and reviews PEP evaluations and staff performance with the Department Head Participates in HR related training's as needed to maintain competencies in system applications, policies, and procedures. Cross-trains procedures with department employees to ensure smooth operation of business processes. Prepares and submits all department related paperwork associated to in unit grant activity for faculty and postdoctoral associates. Serves as the University's credit card user for departmental transactions. Adheres to University's credit card policies and procedures. Minimum Qualifications
High school diploma or GED and six (6) years of office or related experience providing administrative support to include coordinating/managing functions of an office or department; OR an equivalent combination of relevant education and/or experience. Desired Qualifications
Experience in higher education. Experience in Campus Solutions. Job Category
Administrative Advertised Salary
$45,000- $55,000 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 Pre-Employment Requirements
Expanded Background Check Equal Employment Opportunity
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.
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