Manager, Administrative Services

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 the processes, monitoring, and execution of administrative functions for the Department of Student Belonging & Support, including logistical planning, tracking, and completion of special projects and goals set forth by the Assistant Vice President. Collaborates with the division's central finance and HR leadership and works with various levels of executive leadership on the management of multi-functional areas, finance and human resources. This position is charged with improving and enforcing policies and
procedures relating to HR, budget, and other operational needs of the sub-division and the Assistant Vice President. Serves as a direct liaison in communication and decision making between the Assistant Vice President and divisional leadership.

• Serves as the primary point of contact on any matters of finance and HR to executive leadership/management by university and community constituencies for the Student Belonging & Support (SBS) sub-division on all FIU campuses.
• Manages the SBS finance and operations team, which provides shared services in the areas of finance, human resources, and administrative operations across SBS sub-division departments. Works in conjunction with the Senior Director of Finance & Operations to provide operational guidance and request approvals from leadership to ensure effectiveness and compliance. Assists in determining budgetary performance objectives related to all SBS revenue streams.
• Serves as primary department human resource contact for Student Belonging & Support (SBS) and its associated offices. Initiates and coordinates all personnel transactions for the sub-division. Communicates and works with the division's HR liaison on necessary position reviews, edits and justifications. Provides direction on human resource functions including but not limited to the timely processing of new hires, staffing, and payroll; orientation of new employees; overseeing training, development, and compliance matters; and liaising to effectively communicate HR matters.
• Serves as the main point of contact in communicating updated policies, expectations, and deadlines to all leadership under the direction of the Assistant Vice President (AVP). Examines and tracks any internal documents assigned to the AVP for accuracy and completeness to assure deadlines are adhered to.
• Oversees project activities, information retrieval, and complex administrative matters. Collaborates across the department, its offices, and programs to analyze, plan, communicate, and execute operational and tactical improvements to drive transformational change.
• Manages the operational and administrative needs and priorities of the AVP including calendar management, meeting logistics and planning, reviewing incoming requests from university leadership, and university compliance policy matters.
• Provides input into budget development and cost-effective management. Prepares reports and proposals involving analysis and compilation of data. Sets priorities and establishes guidelines for report generation to meet special departmental objectives.
• Conducts research for the AVP in support of advancing departmental priorities. Facilitates logistical planning, data collection, and project management.
• Troubleshoot and resolve any requests presented by the leadership reporting directly to AVP or other SBS leadership.
• Represents the unit on committees, task forces, and/or initiatives related to finance, human resources, or other departmental matters, as needed.
• Serves as a University card user for departmental transactions. . Adheres to University credit card policies and procedures. Assists with the procurement of goods and services, including internal accounting designation of expenses.
• Handles cash/gift card transactions on a daily basis. Handles sensitive cardholder information and/or processes credit cards transactions for the department/unit.
• Performs essential duties in any emergency such as hurricanes, storms, and/or any other university emergency closing. Is expected to be available to report to work as needed during university emergency closing with appropriate notification of a department supervisor.

Bachelor's degree in business or related field and four (4) years related business or administrative experience, or Master's degree in business or related field and two (2) years related business or administrative experience.

• Experience supporting an executive officer within an organization.
• Experience managing staff and the administrative operations of an office/department.
• Experience managing human resources, budgeting, and/or purchasing functions.
• Experience with research grant financial administration.

Administrative

Begin time: 8:30 AM

End time: 5:00 PM

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.

Notice of Non-Discrimination

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 decisions, programs, and events without regard to race, color, religion, sex, age, national origin, disability, or protected veteran status. For inquiries regarding non-discrimination, contact FIU's Office of Civil Rights at 305.348.2785 or email ocr@fiu.edu.

Reasonable Accommodation Statement

Should you need an ADA accommodation to participate in a University event, program, or activity or need to request materials in an accessible format, please contact FIU's Office of Civil Rights (OCR) at 305-348-2785 or accommodations@fiu.edu. All requests for ADA accommodation or accessible materials for this event must be submitted to OCR at least seven (7) business days prior to the event or at the earliest possible opportunity.