Office Manager - Department of Physics

Florida International University is a top public university that drives real talent and innovation in Miami and globally. Very high research (R1) activity and high social mobility come together at FIU to uplift and accelerate learner success in a global city by focusing in the areas of environment, health, innovation, and justice. Today, FIU has two campuses and multiple centers. FIU serves a diverse student body of more than 56,000 and 290,000 Panther alumni. U.S. News and World Report places dozens of FIU programs among the best in the nation, including international business at No. 2. Washington Monthly Magazine ranks FIU among the top 20 public universities contributing to the public good.

Oversees the administrative operations of the Physics Department. Oversees daily administrative functions, manages office staff and student assistants, supports faculty and students, and ensures compliance with university policies, while ensuring the smooth and efficient functioning of the department.

• Assists the Chair, the Graduate Program Director, and the Undergraduate Faculty Advisor in both the long-term planning and the day-to-day administration of the department, carries out their directives and implements University, College, and Department policies and procedures in all areas.
• Ensure adherence to university policies and procedures, including procurement, travel, hiring, and record-keeping requirements.
• Answers student inquiries regarding courses and schedules and assists students with problems concerning add/drop procedures, registration, transcripts fees, admissions, occasional grade problems.
• Assists with course scheduling, room reservations, and faculty teaching assignments.
• Assists faculty with administrative needs, including course materials, travel arrangements, and research support.
• Assists in the resolution of problems by working with all levels within the University Community to help solve non-academic problems when needed.
• Serve as the primary point of contact for faculty, staff, students, and visitors regarding departmental operations.
• Maintain department records, databases, and files in compliance with university policies.
• Provides administrative support and problem-solving assistance to Undergraduate Advisors; provides information to students on procedures, forms, and processes when other appropriate personnel are not available.
• Assists the Chair in coordinating adjuncts with various course offerings. Manages the orientation regarding departmental university policies and procedures; contacts and briefs adjuncts on course assignments. Informs adjuncts of all necessary procedures involving the proper routing of contracts for approval and signatures.
• Maintains a calendar for the department, schedules appointments and meetings as necessary and assists the Chair in preparing the agenda for department meetings and provides participants with the appropriate information. Schedules use of departmental conference room and other rooms under departmental control.
• Sorts department mail, including the chair's mail, screening items and answering routine correspondence whenever possible.
• Assist with scheduling and logistics, including catering and travel arrangements, for departmental meetings, events, and seminars.
• Composes and drafts routine correspondence and memos, and directs replies to inquiries regarding programs, recruitment, job opportunities and course scheduling. Prepares announcements and layouts for program information, faculty recruitment, colloquia and meetings. Assists the Chair in compiling departmental reports.
• Handles purchasing of supplies and materials as needed by the department and records disbursements of OCO, temporary and expense funds. Orders textbooks. Maintains an inventory of office supplies and equipment. Provides the Chair with valuable input on budgetary needs.
• Performs essential duties in emergencies such as hurricanes, storms, and/or any other university emergency closing. The employee is expected to be available to report to work as needed during university emergency closing with appropriate notification from a department administrator.
• Monitors, reviews, and reconciles all departmental budgets with financial expenditures and receiving, maintaining up-to-date records. Serves as financial liaison between the Department and the College and, as appropriate, with Controller's, Purchasing, vendors, and other University and external offices. Assures the timely and correct payment of departmental invoices.
• Coordinate with the university's finance and administration offices to ensure compliance with budgetary guidelines. Serves as the University's credit card user for departmental transactions. Adheres to University's rules and regulations.
• Maintains chronological files and all confidential personnel files for the department chair and faculty, including adjunct faculty.
• Coordinates staff employees to ensure the office is staffed at all times. Evaluates staff employees work performance and provides input to the Chair on yearly evaluations of staff.
• Coordinates the orientation of new faculty regarding departmental procedures, office arrangements, etc., and all HR-related paperwork on new employee sign-on.
• Provide administrative support to the faculty search and screen process, such as executing appropriate paperwork and forms, posting advertisements to appropriate professional publications, maintaining confidential files on applicants, scheduling committee meetings, scheduling interviews, posting public notices, gathering materials for the committee's review (e.g., CVs, cover letters, etc.), requesting references, flagging the shortlisted candidates in the HR system, communicate with rejected candidates,
• Trains and provides supervision of and guidance to staff, temporary staff, and student assistants to assure compliance with University, College, and Department policies and procedures in all areas. Schedules and monitors office coverage of all positions during vacations, sickness, and peak periods.
• Support and facilitate the hiring and onboarding processes of new staff, student employees and faculty while ensuring that university guidelines and policies are being followed.
• Assist faculty, staff, and student employees with payroll inquiries.
• Supervises the Search and Screen processes for faculty and administrative vacancies. Computes and prepares contracts for faculty, adjuncts, graduate assistants and consultants of the Department, as well as the personnel forms of office personnel.
• Contacts appropriate university personnel regarding computers and computer related components, printer, FAX machines, etc. needed by department, keeping Chairperson apprised of department needs. Responsible for contracting and arranging for repair of the same. Executes appropriate paperwork.
• Oversee office supplies, equipment, and technology to ensure smooth department operations.
• Coordinate facility requests, including space assignments, maintenance needs, and safety compliance.
• Manage access to department spaces, ensuring security and proper use of resources.

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.

• Experience in a Higher Education or Academic Setting.
• Experience with financial management software, including budget tracking, reconciliation, and procurement processes.
• Demonstrated experience supervising a team and/or project.
• Exceptional organizational skills with a proven ability to manage multiple projects, prioritize tasks, and meet deadlines in a fast-paced environment.
• Proficiency with a range of administrative software and databases, including those for record-keeping, scheduling, and project management.

Administrative

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

Expanded Background Check

• Ability to work evenings and weekends.
• Ability to work flexible hours as needed.
• Ability to travel locally

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.

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 without regard to race, color, religion, sex, age, national origin, disability, or protected veteran status. For inquiries regarding nondiscrimination, contact FIU's Office of Civil Rights Compliance and Accessibility at 305.348.2785 or email ocrca@fiu.edu.