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Florida International University · 23 hours ago

Office Manager

Miami, FL

Contract

Onsite

Mid, Senior Level

$45K/yr - $55K/yr

6+ years exp

Florida International University is a Top 50 public research university located in Miami, offering over 200 degree programs. The Office Manager is responsible for managing day-to-day administrative operations, providing advanced support to the chair, and ensuring smooth office functions while handling sensitive matters and supervising staff.

Financial ServicesIncubatorsManagement Consulting

Diversity & Inclusion

H1B Sponsor Likely

Responsibilities

Implements responsibility for smooth and efficient operations of the office

Prepares annual course scheduling and course advising forms for students, using Panther Soft

Communicates with faculty and adjuncts as necessary to maintain accurate information. Works with academic community that speak English and Spanish

Initiates the credentialing process for all faculty, adjuncts and graduate teaching assistants

Maintains faculty, adjuncts and graduate assistants' office hours and schedules

Manages the dissemination & collection of evaluations of faculty, adjuncts, course, etc

Provides relevant information and updates databases of current and graduated students (including their current employments) to the Account Manager to update the departmental website

Collaborates with the Account Manager on facilitating the planning, marketing, student recruitment and implementation aspects of the new Global Health MPH and PhD courses

Organizes and maintains the department's calendar and complete any required administrative or meeting management to meet the business needs of the department. Keeps the chair abreast of scheduled meetings and other appointments. Provides necessary documentation or background information for meetings. Prepares agendas and materials for meetings. Plans, schedules and records minutes of office meetings/activities

Assists the Chair in implementing new global health short courses and other project activities locally and internationally. Coordinates and oversees departmental travel arrangements and expense reports for Chair and faculty, including but not limited to: TAR's, arranging event schedules, arranging location ,transportation, and project site visits. Inputs travel authorization requests and processes credit card transaction for the department

Maintains and monitors budget accounts and records for the Department of Global Health, and the Department of Health Policy and Management

Manages departmental fiscal transactions upon chair authorization including but not limited to requisitions and reimbursements, department commodity & travel cards

Maintains files containing chairs and faculty expenses for tracking and financial analysis. Serves as the University's credit card user/approval for departmental transactions. Adheres to University's credit card policies and procedures

Carries out smooth and efficient managerial operations of the Department of Global Health

Handles confidential HR issues using good judgment. Works closely with the college's HR Team to manage the HR request such as submitting additional compensation contracts for faculty, completes necessary HR/payroll forms such as grants management, change in funding. Serves a proxy for the Chair to approve all payroll activities for the Department via HR PantherSoft system

Assist with Search and Screen Chair in maintaining candidates' files and compiles information for committee use, prepare and process travel arrangements for faculty candidates, schedule appointments for candidate visit, reserve room/resources for candidate presentation, etc

Submits scholarship paperwork for students who will receive a direct scholarship payment through department funds

Qualification

PantherSoftBudget managementAdministrative supportBilingual (English/Spanish)Meeting managementSupervisory skillsHR processes

Required

High school diploma or GED

Six (6) years of office or related experience providing administrative support

Experience coordinating/managing functions of an office or department

Ability to communicate with academic community that speaks English and Spanish

Demonstrated professionalism to handle sensitive and confidential matters

Ability to exercise judgment to handle complex situations and conflicts

Experience in maintaining budget accounts and records

Ability to manage departmental fiscal transactions upon chair authorization

Experience in handling confidential HR issues

Ability to assist with Search and Screen Chair in maintaining candidates' files

Experience in preparing and processing travel arrangements

Ability to prepare agendas and materials for meetings

Experience in organizing and maintaining departmental calendars

Company

Florida International University

Glassdoor4.2

FIU is Miami's public research university. Offering bachelor's, master's and doctoral degrees, both on campus and fully online.

Founded in 2016

Miami, Florida, USA

5001-10000 employees

http://startup.fiu.edu/

H1B Sponsorship

Florida International University has a track record of offering H1B sponsorships. Please note that this does not guarantee sponsorship for this specific role. Below presents additional info for your reference. (Data Powered by US Department of Labor)

Distribution of Different Job Fields Receiving Sponsorship

Represents job field similar to this job

Trends of Total Sponsorships

2025 (52)

2024 (50)

2023 (50)

2022 (42)

2021 (59)

2020 (45)