Manager Administrative Services
Florida International University
Miami, FL
Full-time
Administration / Clerical
Posted on April 4, 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 the departments day-to-day operations, administrative procedures and policies to increase efficient and effective operations for the Modern Languages Department. Supervises and coordinates work of designated employees. Makes independent decisions regarding operational, financial and human resource activities and ensures all activities and actions are completed in accordance to federal, state and university compliance standards.
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.
Job Category
Administrative
Advertised Salary
$50,000-$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
Criminal Background Check
Other Information
Ability to work flexible hours as needed.
How To Apply
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 the departments day-to-day operations, administrative procedures and policies to increase efficient and effective operations for the Modern Languages Department. Supervises and coordinates work of designated employees. Makes independent decisions regarding operational, financial and human resource activities and ensures all activities and actions are completed in accordance to federal, state and university compliance standards.
- Provides administrative assistance to the Chair of the Modern Languages Department in the overall day-to-day office operations to ensure the smooth functioning of the department. Works directly with the Chair and Associate Chair on budget, personnel matters, course scheduling, and event planning.
- Coordinates and submits documentation for travel authorization and expense reports for all faculty, students, and department guests.
- 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, facilities, equipment, and operations in accordance with established University policy and procedures. Works with appropriate department (i.e. Dean's Office, Academic Affairs, etc.) to ensure compliance with established procedures and timeline.
- Responsible for submitting adjunct faculty contracts and faculty overloads via Panthersoft HR portal throughout the year and Summer faculty contracts via the Summer Run process. Interprets and implements human resources policies and procedures. Resolves complex issues.
- Collaborates with the department Chair and Associate Chair in routine administrative activities, including but not limited to, attending meetings, communicating with the College and University administrations, and writing and disseminating correspondence, memoranda, and meeting agendas and minutes.
- Responsible for the input of the department course schedules and collection of course syllabi from professors. Modifies and/or cancels courses throughout the academic year as requested by the Chair and/or Associate Chair. Updates adjunct faculty listserv as needed each semester. Prepares schedule of faculty office hours each semester. Initiates any requests to revise the schedule and/or communicates with other departments to have the schedule revised as needed.
- Manages the submittal of book orders for faculty upon request. Request desk copies from publishers and examination copies for faculty. Maintains record of desk copies requests and arrivals.
- Provides support for all study abroad programs offered by the Department. Submits payments to vendors. Requests cash advances. Submit TARs and Expense Reports for faculty-directors.
- Supervises and trains office staff. Assigns tasks, approves leave, ensures office coverage at all times, and completes annual performance evaluation (PEP) of staff under manager supervision. Hires, trains and supervises federal Work Study student-employees as needed.
- Coordinates the dissemination of information in digital and printed form for department, school, and University events, colloquia, and news.
- Participates in position-related training as needed to maintain competencies in software applications, procedures, and policies and in cross training in the duties of other department staff in order to maintain the smooth operation of department business.
- Initiate payment card processing and/or access to sensitive payment card data, handling of cash/checks/cash equivalents, gift cards/participant payments or purchasing with university issued credit card. Assures compliance and adherence to University credit card policies.
- Utilize university issued credit card to purchase department related items as deemed required or as needed. Maintains and manages travel related expenses as needed.
- Collaborates with the Dean's Office Financial Team to assist in the creation and submission of the department's annual budget, while managing it to ensure adherence to established University policies and procedures. Provides assistance and offers recommendations for the departmental budget.
- Coordinates administrative tasks with the Chair and Associate Chair and maintains department records. Facilitates scheduling of courses and/or special room requests for the Chair and/or faculty and processes vendor payments and travel. reimbursements
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.
Job Category
Administrative
Advertised Salary
$50,000-$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
Criminal Background Check
Other Information
Ability to work flexible hours as needed.
How To Apply
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.
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