Office Manager - Religious Studies

About FIU

Florida International University is a Top 50, preeminent public research university with 55,000 students from all 50 states and more than 140 countries, as well as an alumni network of more than 340,000. Located in the global city of Miami, the university offers more than 200 degree programs at the undergraduate, graduate and professional levels, including medicine and law. FIU faculty are leaders in their fields and include National Academy members, Fulbright Scholars and Mac Arthur Genius Fellows.

A Carnegie R1 institution, FIU drives impactful research in environmental resilience, health and technology and innovation. Home to the Wall of Wind and Institute of Environment, FIU stands at the forefront of discovery and innovation. With a focus on student success, economic mobility and community engagement, FIU is redefining what it means to be a public research university.

Manages the day-to-day operations of the Department of Religious Studies, coordinates administrative tasks with the Chair, assists with contracts and scheduling, processes travel documentation for faculty and guests, and maintains all departmental records.

• Monitors the department budget and submits all purchasing requests via the Financials portal, along with Gov Quote, TCM, and Direct Services Organization requests. Serves as the financial liaison between the Department, School, Controllers Office, 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, staff time reports, facilities, equipment, and operations. Ensures that SharePoint site and departmental website are kept up to date and organized.
• Works with the Chair and Directors of the Graduate and Undergraduate programs on planning daily operations of the Department. Represents the Chair at meetings to obtain and disseminate information. Supervises all program operations in the absence of the Chair. Assists with schedules and helps coordinate departmental events.
• Trains, supervises, 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 ensures coverage of office operations. Reviews and approves bi-weekly 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 the preparation of class materials.
• Communicates with the Green School Deans Office on matters related to HR actions for the Department of Religious Studies. Prepares department HR actions to include, but not limited to, creating contracts for faculty overloads, adjunct and graduate assistant contracts, temporary (student and non-student) appointment hires, and person of interest agreements, employee leave forms and other actions.
• Manages and reconciles departmental expenses, including travel and other expenses using the university credit card. Submits requisitions and receives goods and/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 department's 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 Chair.
• Attends and participates in HR related trainings as needed to maintain competencies in all departmental functions, policies, and procedures. Cross-trains procedures with departmental staff to ensure smooth operation of business processes.
• Prepares and submits all department related paperwork associated to in-unit grant activity for faculty and postdoctoral fellows.
• Greets students and visitors, provides orientation for new graduate students, and assists in preparing thesis forms.
• Performs other related duties as assigned or as directed. The omission of specific duties does not preclude the supervisor from assigning duties that are logically related to the position.
• Processes or facilitates Visa transactions in collaboration with SIPA HR.

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.

Administrative

$50,000- $55,000

Begin time: 8:30 AM

End time: 5:00 PM

Required…