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Office Manager (Washington, DC)

FLORIDA INTERNATIONAL UNIVERSITY   Miami, FL   Full-time     Management
Posted on April 29, 2022
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Office Manager – FIU, Washington, DC – Job ID: 525440

Florida International University is classified by Carnegie as a R1: Doctoral Universities - Highest Research Activity and recognized as a Carnegie engaged university. It is a public research university with colleges and schools that offers 196 bachelor’s, master’s and doctoral programs in fields such as engineering, computer science, international relations, architecture, law and medicine. As one of South Florida’s anchor institutions, FIU contributes almost $9 billion each year to the local economy. FIU is Worlds Ahead in finding solutions to the most challenging problems of our time. FIU emphasizes research as a major component of its mission. FIU has awarded more than 220,000 degrees and enrolls more than 54,000 students in two campuses and three centers including FIU Downtown on Brickell, FIU@I-75, and the Miami Beach Urban Studios. FIU’s Medina Aquarius Program houses the Aquarius Reef Base, a unique underwater research facility in the Florida Keys. FIU also supports artistic and cultural engagement through its three museums: Patricia & Phillip Frost Art Museum, the Wolfsonian-FIU, and the Jewish Museum of Florida-FIU. FIU is a member of Conference USA and more than 400 student-athletes participating in 18 sports. For more information about FIU, visit http://www.fiu.edu/.
 

Job Summary

Under administrative direction, this role is responsible for the management and coordination of critical daily administrative tasks for FIU in Washington, DC. Makes decisions using independent judgement, and develop and implement new concepts or approaches, policies and procedures for the effective and efficient daily operations of FIU in DC.

Supports external and internal constituent groups by helping to support successful events and visits to Washington; reserving of office space; managing of office calendars; gathering and circulating important information; answering main phone line and daily check of voicemail.

Collaborates with team members to ensure the highest quality visitors experience for guests arriving and meeting at FIU in DC. This includes ensuring that systems are in place for visiting co-working students, faculty, and alumni, and capturing visitor data and overall usage counts.

Responsible for data management. Including updating CRM platform, managing Mailchimp account, managing the general email accounts and forwarding/replying as needed, updating office calendars and the university-wide online calendar postings. Salesforce experience preferred.

Maintains and updates key governmental relations materials, develop briefs, request, and organize relevant data/statistics, and have easily accessible for distribution online and in print.

Drafts, prepares letters, note cards, etc. Responsible for efficient distribution, required follow- up, etc.

Tracks legislation, committee action, and other developments as assigned and/or relevant to FIU issue areas. Summarize and brief relevant parties.

Makes purchases, orders supplies; transacts reimbursements and reconciles departmental accounts. Serves as a University card user for departmental transactions. Adheres to University credit card policies and procedures.

Manages requests and coordination with building landlord. Oversee inventory of office supplies and materials. Manages space and scheduling requests by internal and external partners, including ensuring proper invoicing and facilitation of technology needs.

Performs special projects, and other related duties as assigned or as directed. The omission of specific duties does not preclude the supervisor from assigning duties that support the overall objectives of FIU in Washington, D.C

Minimum Qualifications

High school diploma or GED and seven (7) years of office or related experience providing administrative support or managing/coordinating functions of an office or department. Six (6) months of supervisory experience.

Advertised Salary

$45,000 - $55,000
For further information or to apply, please visit careers.fiu.edu and reference Job Opening ID #

525440.

Florida Statute 1010.35 - Screening Foreign Researchers

Pursuant to Florida law, any citizen of a foreign county who is not a permanent resident of the U.S., or who is a citizen or permanent resident but is affiliated with or has had at least 1 year of employment or training in China, Russia, Iran, North Korea, Cuba, Venezuela, or Syria is subject to additional screening. Applicants meeting those criteria will be required to provide the following information in the application: every institution of higher education attended; all previous employment since the applicant’s 18th birthday; list of all published material, current and pending research funding from any source, including details about the research, your role, funding source, and amount; list and description of any non-university professional activities; any affiliation with an institution or program in a foreign country; a complete copy of your passport; the most recently submitted DS-160 (Online Nonimmigrant Visa Application).

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 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.