Manager Administrative Services - Department of Music

About FIU

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.

Job Summary

Manages and facilitates work processes, administrative policies and procedures to increase efficient and effective operations for the Herbert + Nicole Wertheim School of Music & Performing Arts (HNWSOM). Makes high-level independent decisions regarding financial and human resources activities related to the HNWSOM. Supervises and coordinates work for designated employees. Serves as liaison for the HNWSOM.

• Oversees and manages the daily operational activities, work processes, administrative procedures, and policies for the HNWSOM. Interprets administrative and operational policies and procedures. Makes high-level independent decisions regarding operational, financial, and human resources activities for the HNWSOM. Makes recommendations to the Director to improve efficient and effective operations.
• Serves as primary point of contact for requests for information, data, services, complaints, etc., for the HNWSOM office. Resolves complex issues. In addition, bringing any matter to the attention of the Director.
• Serves as the HNWSOM human resources contact to the CARTA Dean's Office Human Resources. Managing and facilitating the HNWSOM's human resource functions, to include assisting with hiring temporary employees (i.e. adjuncts, graduate assistants, temporary student/non-student), managing the faculty and staff search processes and ensuring timely processing. Requests human resource transactions on behalf of the HNWSOM, as needed.
• Manages and oversees the HNWSOM faculty credentialing, communication with faculty/adjuncts to obtain faculty curriculum vitae, and maintain constant communication with the CARTA HR Dean's Office.
• Manages financial data and information for the HNWSOM in coordination with the CARTA Dean's Office Financial Analyst. Assists the Director in preparing the annual operating budget requests. Make recommendations regarding budget allocations and conduct cost‑saving analyses.
• Collaborates with the HNWSOM Director and makes recommendations on human resources objectives, goals, performance management, and professional development opportunities. Advises on appropriate resolution of employee/related issues/concerns, and organizational changes.
• Collaborates with the Director and serves as the HNWSOM academic scheduler to plan and schedule classes, maintain the class schedule, monitor class caps for the undergraduate and graduate level classes.
• Collaborates with the Office of Class Management to schedule classes, maintain class caps and class schedules, submits class additions and deletions, or changes to class rosters. Strategizes and conducts schedule audits. Communicate with faculty members regarding designated teaching schedules and changes.
• Oversees the process and initiates eRACs and contracts for faculty, admin/staff overloads and temporary employees (i.e. adjuncts, graduate assistantships, temporary student and non-student) for the HNWSOM to ensure timely payment.
• Collaborates with the HNWSOM Director on developing, implementing, and evaluating strategic plans, as needed.
• Oversees and manages the coordination of vendors and FIU Purchasing Department for orders, delivery, and installation of furniture and equipment, music scores, music royalties, student concert programs, and music guest artist policy and procedures.
• Initiates requisitions, purchase orders, invoice payments, travel authorizations, scholarship awards, unencumbered payments, expense reimbursements, credit card transactions, sales journals, revenues, check deposits, smart bills, and foundation invoices for the HNWSOM.
• Manages and disseminates information to faculty and staff regarding operational activities including the appropriateness of expenditures, contract or grant requirements, and changes in policies and procedures.
• Collaborates with the Dean's office financial analyst, as it relates to auxiliary fund accounts, achieve business opportunities, growth and financial profitability.
• Supervises and coordinates the work of staff within the HNWSOM office. Ensures that the staff are compliant with University policies and procedures.
• Assists in the development, implementation, and oversight of short/long-term goals designed to effectively utilize space for the HNWSOM. Recommends solutions to space needs. Interprets policies related to fiscal activities and space utilization and ensures compliance with applicable regulations.
• Serves as the University's credit card user for departmental purchases and transactions. Adheres to University's credit card policies and procedures. Maintains proper accountability for department ProCard and prepares receipts for reconciliation.
• Assists the Director of the HNWSOM to manage internal and external meetings. Represents the Director of the HNWSOM in meetings, as needed.
• Manages asset inventory and assessment management activities for the HNWSOM.

Minimum Qualifications

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.

Desired Qualifications

Supervisory Experience.

Job Category

Administrative

Advertised Salary

$60,000 - $65,000

Work Schedule

Begin time: 8:30 AM

End time: 5:00 PM

Pre-Employment Requirements

Expanded Background Check

Other Information

Ability to work flexible hours as needed.

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Pay Transparency

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Notice of Non-Discrimination

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