Office Manager- Student Life and Development

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.

Manages front desk operations of the Student Affairs Vice President office including all incoming visitors and administrative university requests. Supervises and trains student employees in the day-to-day functioning of the office. Provides administrative and fiscal support for the Vice President of Student Affairs
(VP) and Assistant Vice President for Student Life and Development (AVP) as well as other leadership as needed. Processes requisitions, payments and reimbursements for the office and updates Activities and
Service Business Office (ASBO).

• Provides administrative support to the VP and AVP to include calendar management, meeting logistics and planning as necessary. Acts as a liaison for the department in interaction with various university administrators, staff and community contacts.
• Manages front office operations including policies and procedures, ordering office supplies, submitting work orders for the office, etc. Maintains inventory of office and break room supplies and makes orders as needed.
• Maintains records of purchases made and attends yearly trainings regarding updates on Departmental Card. Assist with the preparations of entertainment agreement forms, agreement for services, risk management forms, and any other forms required for SLD events. Processes requisitions, payments and reimbursement for staff and students.
• Serves as the front facing initial contact and/or resource to all individuals (in or outside of the University) in regards to general inquiries and directs questions to the appropriate staff member.
• Supervises and trains student employees in the day-to-day functioning of the office. Creates master work schedule and maintains updated contact information for student employees. Coordinates intake of paperwork and rosters.
• Coordinates travel plans, reservations and necessary logistics for meetings, events, conferences, efforts to communicate, optimize efficiency, and prioritize the Vice Presidents special projects, working groups and leadership within Student Affairs.
• Participates in Student Life and Development and business unit initiatives.
• Serves as a University card user for departmental transactions. Adheres to University credit card policies and procedures. Handles cash or check transactions as needed.
• Reconciles university charge cards for the Student Life & Development areas and office. Manages staff, student, and advisor Travel Authorizations and Expense reports, maintain office budgets, and input expenses in ASBO.
• Monitors and ensures appropriate triaging of incoming and escalated student concerns.
• Interprets, monitors, analyzes, and disseminates information regarding departmental and university policies and procedures.
• Reviews the fiscal activities for accuracy and completeness.
• Develops operational procedures to ensure the efficient functioning of the department. Provides logistical support for department events, as needed.

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.

Experience and/or knowledge of Budget Management.

Administrative

• Begin time: 8:30 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.

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 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. For inquiries regarding nondiscrimination, contact FIU's Office of Civil Rights Compliance and Accessibility at 305.348.2785 or email ocrca@fiu.edu.