Manager Administrative Services (School of International & Public Affairs - Modern Languages) Details

Manager Administrative Services (School of International & Public Affairs - Modern Languages)

Florida International University - Miami, FL

Employment Type : Full-Time

Manages the departments day-to-day operations, administrative procedures and polices to increase efficient and effective operations for the Modern Languages Department. Supervises and coordinates work of designated employees. Makes independent decisions regarding operational, financial and human resource activites and ensures all activities and actions are completed in accordance to federal, state and university compliance standards.

• Provides administrative assistance to the Chair of the Modern Languages Department in the overall day-to-day office operations to ensure the smooth functioning of the department. Works directly with the Chair and Associate Chair on budget, personnel matters, course scheduling, and event planning.
• Coordinates and submits documentation for travel authorization and expense reports for all faculty, students, and department guests.
• Maintains and coordinates the submission of all records, digital and printed, related to department faculty (including third year reviews, tenure and promotion, and annual evaluations), staff, facilities, equipment, and operations in accordance with established University policy and procedures. Works with appropriate department (i.e. Dean's Office, Academic Affairs, etc.) to ensure compliance with established procedures and timeline.
• Responsible for submitting adjunct faculty contracts and faculty overloads via Panthersoft HR portal throughout the year and Summer faculty contracts via the Summer Run process. Interprets and implements human resources policies and procedures. Resolves complex issues.
• Collaborates with the department Chair and Associate Chair in routine administrative activities, including but not limited to, attending meetings, communicating with the College and University administrations, and writing and disseminating correspondence, memoranda, and meeting agendas and minutes.
• Responsible for the input of the department course schedules and collection of course syllabi from professors. Modifies and/or cancels courses throughout the academic year as requested by the Chair and/or Associate Chair. Updates adjunct faculty listserv as needed each semester. Prepares schedule of faculty office hours each semester. Initiates any requests to revise the schedule and/or communicates with other departments to have the schedule revised as needed.
• Provides faculty with supplies and equipment for classrooms use, i.e., media equipment, conference/classroom reservations.
• Manages the submittal of book orders for faculty upon request. Request desk copies from publishers and examination copies for faculty. Maintains record of desk copies requests and arrivals.
• Provides support for all study abroad programs offered by the Department. Submits payments to vendors. Requests cash advances. Submit TARs and Expense Reports for faculty-directors.
• Supervises and trains office staff. Assigns tasks, approves leave, ensures office coverage at all times, and completes annual performance evaluation (PEP) of staff under manager supervision. Hires, trains and supervises federal Work Study student-employees as needed.
• Coordinates the dissemination of information in digital and printed form for department, school, and University events, colloquia, and news.
• Participates in position-related training as needed to maintain competencies in software applications, procedures, and policies and in cross training in the duties of other department staff in order to maintain the smooth operation of department business.
• Initiate payment card processing and/or access to sensitive payment card data, handling of cash/checks/cash equivalents, gift cards/participant payments or purchasing with university issued credit card. Assures compliance and adherence to University credit card policies.
• Utilize university issued credit card to purchase department related items as deemed required or as needed. Maintains and manages travel related expenses as needed.
• Assist and makes recommendations to the departmental budget. Work in collaboration with the Dean's Office Financial Team in the creation and submission of the department's annual budget. Manages the departmental budget to ensure compliance with established University policy and procedures.
• Coordinates administrative tasks with the Chair and Associate Chair and maintains department records. Facilitates scheduling of courses and/or special room requests for the Chair and/or faculty and processes vendor payments and travel. reimbursements

• 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.

• Master's degree

• Administrative

• $50,000-$55,000

Begin time: 8:30 AM
End time: 5:00 PM

• Required to spend 50% or more of time operating a computer

• Criminal Background Check
• Fingerprinting 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".

In order to be considered eligible for the position as an internal candidate, departmental staff must meet minimum requirements of the position, be in good performance standing, and have been continuously employed at the University for at least six months.

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.