Office Manager - SIPA Dean's Office

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 administration and strategic initiatives within the Steven J. Green School of International and Public Affairs (SIPA) Deans Office. Assists with the implementation of unit activities, events and services. Implements responsibility for smooth and efficient operations of the office.

• Supports daily office operations for the Green Schools Dean's Office and delivers advanced administrative assistance to the Dean's Office administrative team.
• Manages the Associate Dean of Student Success calendar.
• Helps plan special events, including invitations, accessibility, catering, facilities, and equipment. Coordinates contracts with university and outside vendors as needed.
• Communicates departmental matters from the Dean's Office Administrative Team and interacts with university members, guests, and the public on behalf of Green School's Dean's Office as needed.
• Coordinates meetings, activities, and projects; manages Green School conference room scheduling and operations.
• Manages the Green School's primary email. Answers and distributes all emails to the appropriate area. Serves as a backup to the Sr. Executive Assistant in the SIPA Deans Office.
• Offers administrative support for Green School's programs and projects.
• Arranges travel and processes Travel Authorizations and reimbursements for faculty, staff, students, and guests. Prepares expense reports.
• Handles departmental transactions using the University's credit card, following all related policies and procedures.
• Acts as the merchant account contact, manages cardholder data and credit transactions for Green School, reconciles accounts by deadlines, and processes payments via cash, checks, or gift cards.
• Annually collects faculty data on ranks and separations to keep the university catalog up to date. Manages and updates Green School listservs, including the addition and removal of employees from listservs as needed.
• Initiates and manages requisitions, invoice payments, and DSO reimbursements; coordinates the procurement of office supplies and oversees additional administrative operations within the Dean's Office.
• Collaborates with Physical Facilities to resolve building-related issues.
• Interprets university administrative/fiscal policies and procedures.
• Supervises and trains staff, student assistants, and Federal Work-Study Students in the Green School Dean's Office. Approves time entries per university payroll deadlines.

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.

Bachelor's degree and two years of office or related experience.

Administrative

$50,000-$55,000

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.

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…