Office Manager

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.

Oversees the daily operations and administrative framework of the Asian Studies Program to ensure organizational excellence. This role supervises and coordinates the work of designated employees, manages core financial and HR functions in close partnership with the Program Director, and ensures all activities remain compliant with university, state, and federal regulations.

• Works closely with the Asian Studies Program Director. Manages daily office operations, including scheduling, event planning, and providing administrative assistance to program leadership (Director and Graduate Program Director) to ensure smooth functioning.
• Represent program leadership at meetings and disseminate information as needed. Supervises all program operations in the absence of the Program Director and the Graduate Program Director.
• Maintains and coordinates submission of all program records (faculty reviews, evaluations, staff time reports, facilities, equipment, operations) in compliance with university policies. Ensures digital platforms (e.g., SharePoint) are organized and up to date.
• Monitors program budgets and submits purchasing requests via university financial systems (Financials portal, TCM, DSO). Serves as financial liaison between program, school, controllers office, purchasing, vendors, and other university/external offices. Oversees and maintain various E&G, C&G, and other accounts.
• Manages and reconciles program 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. Processes 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 the Asian Studies Program. Prepares program 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. Processes or facilitates visa transactions as needed.
• Responds to emails in asian@fiu.edu in a timely manner. Processes students' requests for certificates. Oversees all Asian Studies Majors, Minors, Certificates, and the full range of student records including Panther Degree Audits and graduation certifications.
• Coordinates the completion of program reports and carrying out the goals and objectives for the Asian Studies Program in relation to the university's academic mission. Prepares annual reports on Student Learning Outcomes and Program Outcomes.
• Supervises, trains, and provides guidance to staff, temporary staff, student assistants, and Federal Work Study students to assure compliance with University, School, and Program policies and procedures in all areas. Assigns tasks, approves leave, and always ensures office coverage. Reviews and approves bi-weekly payroll for support staff.
• Processes or facilitates Visa transactions in collaboration with SIPA HR.
• 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 the Program Director.
• Assists with the coordination of the program's study abroad programs, including vendor payments, travel documentation, supplier registration, and contract submissions.
• Prepares and submits all program related paperwork associated with unit grant activity for faculty and the program.
• Collaborates with the Dean's Office Financial Team to assist in the creation and submission of the program's annual budget, while managing it to ensure adherence to established University policies and procedures. Assists and offers recommendations for the program's budget.
• Oversees the development, implementation, and evaluation of FIU's strategic planning initiatives at the program level by ensuring compliance with the university's policies, procedures, and practices.

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

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.