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.
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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.
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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.
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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.
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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.
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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.
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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.
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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.
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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.
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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.
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Collaborates with the HNWSOM Director on developing, implementing, and evaluating strategic plans, as needed.
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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.
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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.
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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.
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Collaborates with the Dean's office financial analyst, as it relates to auxiliary fund accounts, achieve business opportunities, growth and financial profitability.
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Supervises and coordinates the work of staff within the HNWSOM office. Ensures that the staff are compliant with University policies and procedures.
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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.
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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.
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Assists the Director of the HNWSOM to manage internal and external meetings. Represents the Director of the HNWSOM in meetings, as needed.
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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.
How To Apply
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.
How To Apply
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.
Disclosures
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.
Notice of Non-Discrimination
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 decisions, programs, and events without regard to race, color, religion, sex, age, national origin, disability, or protected veteran status. For inquiries regarding non-discrimination, contact FIU's Office of Civil Rights at 305.348.2785 or email [email protected].
Reasonable Accommodation Statement
Should you need an ADA accommodation to participate in a University event, program, or activity or need to request materials in an accessible format, please contact FIU's Office of Civil Rights (OCR) at 305-348-2785 or [email protected]. All requests for ADA accommodation or accessible materials for this event must be submitted to OCR at least seven (7) business days prior to the event or at the earliest possible opportunity.
