Office Manager - Modern Languages

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 MacArthur 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 day-to-day operations, administrative procedures, and policies to ensure efficient and effective functioning within the Department of Modern Languages. Supervises and coordinates the work of designated employees, makes independent decisions regarding operational, financial, and human resource activities, and ensures compliance with federal, state, and university standards.

• Manage daily office operations, including scheduling, event planning, and coordination with department leadership (Chair, Associate Chair, Directors). Provide administrative assistance to department leadership to ensure smooth functioning. Represent department leadership at meetings and disseminate information as needed.
• Maintain and coordinate submission of all departmental records (faculty reviews, evaluations, staff time reports, facilities, equipment, operations) in compliance with university policies. Ensure digital platforms (e.g., SharePoint) are organized and up to date.
• Monitor department budgets and submit purchasing requests via university financial systems (Financials portal, TCM, DSO). Serve as financial liaison between department, school, controller's office, purchasing, vendors, and other university/external offices.
• Manages and reconciles departmental expenses, including travel and other expenses, using the University's credit card. Submits requisitions and receives goods 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.
• Communicates with SIPA Dean's Office on matters related to HR actions for Department of Modern Languages. Prepares department HR actions to include, but not limited to, creating contracts for faculty Overloads, Adjunct, Graduate Assistants contracts, Temporary (student and non-student) appointments hires, and Person of Interest (POI) agreements, employee leave forms and other actions.
• Supervises, trains, 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 always ensures office coverage. Reviews and approves bi-weekly payroll for support staff.
• Participates in HR related trainings as needed to maintain competencies in system applications, policies, and procedures. Cross-trains procedures with department employees to ensure smooth operation of business processes.
• Assist in preparation of academic schedules (Fall, Spring, Summer), including special class scheduling, room/media requests, and collection of course syllabi. Modify/cancel courses as requested by department leadership. .
• Assists with the coordination of the department's study abroad programs, including vendor payments, travel documentation, supplier registration, and contract submissions.
• Prepares and submits all department related paperwork associated with unit grant activity for faculty and postdoctoral associates.
• 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. Assists and offers recommendations for the departmental budget.
• Works closely with the department Chair, Associate Chair, and the Directors of Graduate and Undergraduate Studies on planning and the daily operations of the department. Represents the Chair and/or Associate Chair at meetings to obtain and disseminate information. Supervises all program operations in the absence of the Chair and Associate Chair. Assists with schedules and attends faculty meetings and colloquiums, and helps coordinate departmental events.

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

• 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.