Department Operations Manager II - Tampa, FL, United States

Description · Department Organizational Summary: The College of Arts and Sciences is the intellectual heart of the University of South Florida. We are a community of teachers and scholars united in the belief that broadly educated people are the basis of a just, free, and prosper ...

Job description

Description

Department Organizational Summary: The College of Arts and Sciences is the intellectual heart of the University of South Florida. We are a community of teachers and scholars united in the belief that broadly educated people are the basis of a just, free, and prosperous society. By focusing on the big questions facing all of humanity, we prepare students for successful, socially responsible personal and professional lives. By conducting innovative, interdisciplinary research and scholarship, we advance knowledge in ways that prepare us to address complex social and scientific problems and enhance the quality of life for people and communities.

Job Description: The Level 2 Department Operations Manager is responsible for coordinating day-to-day office operations and providing administrative support for academic and fiscal processes in a moderately complex department. The position manages front-office workflows, supports course scheduling and faculty affairs, coordinates purchasing and basic budget tracking, and supervises one or more staff and/or student workers. More specialized HR, payroll, and research administration functions are handled in collaboration with college embedded services.

Salary: $51,500–$57,950

Responsibilities

Budget, HR, Payroll Purchasing Support and Coordination

• Track and report on departmental funding sources; develop and maintain internal spreadsheets of expenditures and balances. This includes current fund balances, recurring, and non-recurring funding.
• Ensure auxiliary account fees and expenses are aligned with EBA's, compliant, and appropriate. Implement any necessary changes as needed.
• Initiate purchase requisitions, travel requests, and payment/reimbursement forms; reconcile P-Card or support reconciliation for the department.
• Prepare routine financial summaries for the Chair or higher-level managers.
• Coordinate hiring paperwork and onboarding for adjuncts, OPS staff, graduate assistants, and student employees, working with embedded HR.
• Maintain roster of paid graduate students
• Collect time sheets, monitor leave records, and assist with online payroll certifications; route complex issues to HR/Payroll.
• Supervise FWSP or OPS student workers and/or a front-office staff member, including training and performance feedback.

Academic Administration & Scheduling

• Assist with development of semester course schedules for undergraduate and graduate programs; ensure accurate entry and updates in BANNER/OASIS.
• Maintain adjunct and graduate assistant rosters; compile teaching assignments and communicate classroom logistics.
• Support scholarship processes, student awards, and routine academic reporting.

Office & Department Operations

• Manage daily office operations, reception, and customer service for faculty, staff, students, and visitors.
• Coordinate office supplies, equipment maintenance, and document retention.
• Maintain departmental calendars; coordinate routine facilities/IT requests.

 Faculty & Student Support / Events

• Provide logistical support for department meetings, guest speakers, and small events.
• Assist with faculty activity reporting and basic documentation for annual evaluations.
• Coordinate and provide logistical support for departmental events such as seminars, colloquia, recruitment, awards ceremonies, and open houses. 
• Assist with faculty activity reporting and basic documentation for annual evaluations.

Other Duties as Assigned
 

Qualifications

Minimum Qualifications

• Bachelor's degree in Business Administration, Public Administration, Higher Education, or a related field.
• Three years of office or administrative experience, preferably in an academic or comparable setting.
• Experience supporting core administrative functions such as scheduling, purchasing, and general office operations.
• Demonstrated experience with basic budget tracking or fiscal processes (e.g., purchase orders, reimbursements, P-Card reconciliation, or travel).
• Experience working with HR or payroll-related tasks (e.g., preparing hiring paperwork, tracking time and leave, student/OPS appointments) in coordination with central/embedded offices.
• Proficiency in Microsoft Office (especially Outlook, Word, and Excel) and the ability to learn new software and administrative systems.
• Strong organizational skills, attention to detail, and the ability to prioritize work and meet deadlines with minimal supervision.
• Clear, professional communication skills and demonstrated ability to work effectively with a diverse population of faculty, staff, and students.

Degree Equivalency Clause: Four years of direct experience for a bachelor's degree.

• Senate Bill 1310- The Florida Senate ) is conditional upon meeting all employment eligibility requirements in the U.S.

• SB 1310: Substitution of Work Experience for Postsecondary Education Requirements

• A public employer may include a postsecondary degree as a baseline requirement only as an alternative to the number of years of direct experience required, not to exceed:

• (a) Two years of direct experience for an associate degree;

• (b) Four years of direct experience for a bachelor's degree;

• (c) Six years of direct experience for a master's degree;

• (d) Seven years of direct experience for a professional degree; or

• (e) Nine years of direct experience for a doctoral degree

• Related work experience may not substitute for any required licensure, certification, or registration required for the position of employment as established by the public employer and indicated in the advertised description of the position of employment.

• Minimum Qualifications that require a high school diploma are exempt from SB 1310.

Preferred Qualifications

•  Bachelor's degree in Business Administration, Education, or a related field.
• Three or more years of office or administrative experience, preferably in a college or university environment.
• Experience supporting academic program operations (e.g., course scheduling, room requests, processing permits or forms, assisting with student awards or events).
• Experience with basic budget tracking, purchasing, and travel processes; ability to reconcile accounts and maintain spreadsheets of expenditures.
• Prior experience coordinating HR or payroll actions (e.g., hiring paperwork, time and leave, student appointments) in collaboration with central/embedded services.
• Experience supervising or leading student workers or office staff, including training and daily work direction.
• Proficiency in Microsoft Office and comfort learning new software systems and workflow tools.