Florida International University · 1 week ago
Office Manager - Asian Studies Program
Miami, FL
Full-time
Onsite
Mid, Senior Level
$50K/yr - $55K/yr
6+ years expFlorida International University is a Top 50 public research university, offering a wide range of degree programs. The Office Manager for the Asian Studies Program oversees daily operations, manages financial and HR functions, and ensures compliance with university regulations while supporting program leadership.
Financial ServicesIncubatorsManagement Consulting
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
Six (6) years of office or related experience providing administrative support to include coordinating/managing functions of an office or department
An equivalent combination of relevant education and/or experience
Company
Florida International University
FIU is Miami's public research university. Offering bachelor's, master's and doctoral degrees, both on campus and fully online.
5001-10000 employees
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)
Funding
Current Stage
Late StageLeadership Team
Kenneth C. Hall
Senior Vice President of University Advacement and CEO of the FIU Foundation
Pablo Ortiz
Interim Senior Vice President of Advancement and Chief Executive Officer of FIU Foundation
Recent News
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