Office Manager

at  Florida International University

Under minimal supervision, manages the day-to-day administrative/office operations of the department and provides advanced administrative assistance to the chair. Oversees all office functions and work processes. Independently plans, organizes, and schedules work. Exercises judgement to handle complex situations and conflicts in the office. Demonstrates the professionalism needed to handle sensitive and confidential matters. Supervises temporary positions and students, as needed.

• Carries out smooth and efficient operations of the Department of Environmental Health Sciences (EHS). Maintains and monitors budget accounts and records. Assists in the development of operating budget requests. Maintain office inventory. Arranges meetings, reserves room/space/resources for learning events and meetings. Manages internal and external correspondence and documents. Organizes and maintains the department’s calendar and complete any required clerical or meeting management to meet the business needs of the department. Keeps the chair abreast of scheduled meetings and other appointments. Provides necessary documentation or background information for meetings. Prepares agendas and materials for meetings. Plans, schedules and records minutes of office meetings/activities. Ensures policies and procedures are being followed. Resolves a wide variety of complex situations and conflicts involving the functions of the office.
• Provides advanced administrative support to the research faculty/admin/staff, including completing visa information for visiting scientists.
• Serves as the department and EHS Research Labs procurement agent to ensure procurement operation functionality. Ensures that departmental requisitions, purchase orders and supply delivery has been delivered to requestor, and/or delivers as needed, mark as completed and finalized.
• Manages departmental fiscal transactions upon Chair authorization including but not limited to requisitions and reimbursements, department commodity & travel cards. Disseminates departmental telephone billing for review and collection of personal calls. Initiates the credentialing process for all faculty, adjuncts and graduate teaching assistants.
• Coordinates and oversees departmental travel arrangements and expense reports for Chair and faculty. Inputs travel authorization requests and processes credit card transaction for the department. Maintains files containing chairs and faculty expenses for tracking and financial analysis. Serves as the Procard user/approver for departmental transactions. Assures compliance and adherence to University credit card policies and procedures.
• Serves a proxy for the Chair to approve all payroll activities for the Department via HR PantherSoft system.
• Maintains course scheduling in Panther Soft. Communicates with faculty and adjuncts as necessary to maintain accurate information. Prepares annual course scheduling and course advising forms for students.
• Maintains faculty, adjuncts and graduate assistants office hours and schedules. Schedules appointments and maintains calendars.
• Prepares, scans and formats materials for classes, orders books for courses or presentations. Oversees and maintains department filing systems and monitors efficiency.
• Assists Search and Screen Chair in maintaining candidates’ files and compiles information for committee use, prepare and process travel arrangements for faculty candidates, schedule appointments for candidate visit, reserve room/resources for candidate presentation, etc.
• Manages the dissemination & collection of evaluations of faculty, adjuncts, course, etc.
• Maintains and updates databases of current and graduated students (including their current employments) and coordinates with the Senior Account Manager to keep the websites current.

MINIMUM QUALIFICATIONS

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.

PRE-EMPLOYMENT REQUIREMENTS

Criminal Background Check

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.

Please refer the Job description for details