Department Operations Manager II

University of South Florida•Tampa, FL

22h

About The Position

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.

Requirements

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.
Four years of direct experience for a bachelor’s degree.

Nice To Haves

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.

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