Florida International University
Office Manager - Facilities
Florida International University, Miami, Florida, us, 33222
Apply for Job Job Opening ID 533173Location Modesto A. Maidique CampusFull/Part Time Full-TimeReview Date 09/11/2024Regular/Temporary RegularJob ID 533173Location Modesto A. Maidique CampusFull/Part Time Full-TimeRegular/Temporary RegularAdd to Favorite Jobs Email this JobAbout FIU
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.Job Summary
Oversees all office functions and manages the daily operations of the office. Provides support to the Facilities IT unit in various roles, such as, purchasing, payment reconciliation, budget tracking, and serving as a liaison with the Division of Information Technology.Serves as the liaison between the Facilities Department and the Division of Information Technology in following up with work orders such as calls that relate to new/existing burglar alarms and surveillance camera services. Handles new service request (i.e. IP phones, network drops and port activation, fax lines). Monitors email accounts by adding or deleting of email accounts. Provides administrative support to theDirector, College Department IT and its staff members.Provides information to the administration for budgets in preparation for fiscal year budget forecast. Follows-up with vendors on any outstanding order of supplies for the Computer Support Department. Assists the Facilities Management department with the ordering of office supplies. Manages and approves all departmental office supplies requests. Processes invoices.Monitors budget expenses for the IT Unit which includes, reconciling purchasing transactions and verifying that expenses do not exceed available monies in budget. Monitors credit card account for the Director, College Department IT and supporting staff. Provides support for telephone accounts which includes verifying monthly charges from UTS Pinnacle System (billing).Prepares requisitions, PO's, and other related documents including processing new contracts in TCM. Sends documents to the Facilities Accountant's office for final approvals and payment to vendors.Prepares smart bills for the IT Auxiliary. Assists the IT Director in the monthly reconciliation of the IT Auxiliary account. Reconciles revenues and expenses in the system.Provides assistance to the Facilities Department in maintaining and ordering office equipment which includes the ink cartridges and toners of all copiers, printers and fax machines in the department.Coordinates and manages travel arrangements for units in the Facilities Management Department.Attends meetings/training programs as applicable.Performs essential duties during any 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 closings with appropriate notification by department administrator.Performs other related duties as assigned or as directed. The omission of specific duties does not preclude the supervisor from assigning duties that are logically related to the position.Minimum Qualifications
High school diploma or GED and six (6) years of office or related experience providing administrative support or managing/coordinating functions of an office or department; OR an equivalent combination of relevant education and/or experience.Job Category
AdministrativeAdvertised Salary
$45,000 - $53,000Work Schedule
Begin time: 8:30 AMEnd time: 5:00 PMPre-Employment Requirements
Criminal Background CheckHow To Apply
Prospective EmployeeIf 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.How To Apply
Current EmployeeAs 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.Disclosures
Clery NoticeIn 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 TransparencyFlorida 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 member of the State University System of Florida and an Equal Opportunity, Equal Access, Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.
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.Job Summary
Oversees all office functions and manages the daily operations of the office. Provides support to the Facilities IT unit in various roles, such as, purchasing, payment reconciliation, budget tracking, and serving as a liaison with the Division of Information Technology.Serves as the liaison between the Facilities Department and the Division of Information Technology in following up with work orders such as calls that relate to new/existing burglar alarms and surveillance camera services. Handles new service request (i.e. IP phones, network drops and port activation, fax lines). Monitors email accounts by adding or deleting of email accounts. Provides administrative support to theDirector, College Department IT and its staff members.Provides information to the administration for budgets in preparation for fiscal year budget forecast. Follows-up with vendors on any outstanding order of supplies for the Computer Support Department. Assists the Facilities Management department with the ordering of office supplies. Manages and approves all departmental office supplies requests. Processes invoices.Monitors budget expenses for the IT Unit which includes, reconciling purchasing transactions and verifying that expenses do not exceed available monies in budget. Monitors credit card account for the Director, College Department IT and supporting staff. Provides support for telephone accounts which includes verifying monthly charges from UTS Pinnacle System (billing).Prepares requisitions, PO's, and other related documents including processing new contracts in TCM. Sends documents to the Facilities Accountant's office for final approvals and payment to vendors.Prepares smart bills for the IT Auxiliary. Assists the IT Director in the monthly reconciliation of the IT Auxiliary account. Reconciles revenues and expenses in the system.Provides assistance to the Facilities Department in maintaining and ordering office equipment which includes the ink cartridges and toners of all copiers, printers and fax machines in the department.Coordinates and manages travel arrangements for units in the Facilities Management Department.Attends meetings/training programs as applicable.Performs essential duties during any 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 closings with appropriate notification by department administrator.Performs other related duties as assigned or as directed. The omission of specific duties does not preclude the supervisor from assigning duties that are logically related to the position.Minimum Qualifications
High school diploma or GED and six (6) years of office or related experience providing administrative support or managing/coordinating functions of an office or department; OR an equivalent combination of relevant education and/or experience.Job Category
AdministrativeAdvertised Salary
$45,000 - $53,000Work Schedule
Begin time: 8:30 AMEnd time: 5:00 PMPre-Employment Requirements
Criminal Background CheckHow To Apply
Prospective EmployeeIf 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.How To Apply
Current EmployeeAs 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.Disclosures
Clery NoticeIn 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 TransparencyFlorida 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 member of the State University System of Florida and an Equal Opportunity, Equal Access, Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.