FIU Foundation · 13 hours ago
Office Manager
Miami, FL
Full-time
Onsite
Mid, Senior Level
$50K/yr - $55K/yr
6+ years expFIU Foundation is part of Florida International University, a prominent public research university. The Office Manager oversees daily operations and administrative functions of the Asian Studies Program, ensuring compliance with regulations and managing core financial and HR responsibilities.
Higher Education
Responsibilities
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
Qualification
Required
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
Company
FIU Foundation
The Florida International University (FIU) Foundation is devoted to advancing FIU’s progress as one of the nation’s top 50 public universities by generating support for student success, groundbreaking/cutting-edge state-of-the-art research, and public service to benefit the local and global communities.
51-200 employees
Funding
Current Stage
Growth StageCompany data provided by crunchbase