MGR, Operations

University of Florida•Gainesville, FL

22h•$64,000 - $66,000

About The Position

This position manages the day-to-day administrative and operational functions of the department, ensuring consistent service delivery. Key responsibilities include overseeing departmental space usage and facilities coordination, maintaining inventory and asset management, coordinating safety activities with Environmental Health & Safety (EH&S), and developing/implementing administrative procedures to improve efficiency. The role also involves supporting operational planning, leading operational projects, and serving as a liaison to Facilities Services and EH&S. Additionally, this position provides functional support for departmental human resources operations, including processing personnel appointments, interpreting HR policies, preparing personnel documents, and supporting onboarding and timekeeping processes. The role also includes direct supervision of Administrative Assistant II and IT Professional II positions, conducting performance evaluations, and ensuring staff development. Finally, the position assists with special programs, event preparation, and processing self-funded payments for Distance Education courses.

Requirements

Bachelor’s degree in an appropriate area and three years of relevant experience; or an equivalent combination of education and experience.
Valid driver's license.

Nice To Haves

Experience supervising staff
Experience with UF Space Allocation (SPIN)
Experience with UF Asset Management (MyAssets)
Experience with UF EH&S systems (Gator TRACS)
Demonstrated lab safety and facilities project management to meet safety and compliance requirements
Experience working collaboratively with faculty, administrators, students, and other stakeholders
Experience or familiarity with UF HR hiring processes
Working knowledge of Microsoft Excel

Responsibilities

Manages the day-to-day administrative and operational functions of the department, including coordination of front office services and administrative support activities to ensure consistent service delivery.
Oversees departmental space usage and facilities coordination, including monitoring space utilization, assisting with space planning efforts, and ensuring accurate space reporting.
Maintains departmental inventory and asset management processes, including tracking equipment, ensuring compliance with university requirements, and supporting periodic audits.
Coordinates departmental safety activities and compliance efforts in collaboration with Environmental Health & Safety (EH&S), including assisting with inspections, documentation, and follow-up on identified issues.
Develops and implements administrative procedures and workflows to improve efficiency, maintain consistency, and support operational continuity across the department.
Identifies process gaps and implements improvements to enhance administrative operations, service delivery, and internal coordination.
Supports operational planning initiatives by gathering information, coordinating logistics, and assisting leadership with implementation of departmental priorities.
Leads and participates in operational projects related to administrative services, facilities coordination, and internal systems.
Serves as the primary departmental liaison to Facilities Services, coordinating maintenance requests, tracking work orders, and ensuring timely resolution of building-related issues.
Serves as the primary departmental liaison to Environmental Health & Safety (EH&S), coordinating safety compliance efforts and addressing issues impacting departmental spaces.
Coordinates building maintenance and service requests, ensuring proper communication, follow-up, and resolution of facilities-related concerns.
Assists with emergency preparedness planning and response efforts related to departmental operations and physical space. Serves as the departments Emergency Management Coordinator.
Interprets and applies University and UF/IFAS policies related to facilities use, space allocation, and operations to ensure compliance.
Monitors compliance with EH&S standards, space reporting requirements, inventory control procedures, and University data privacy guidelines.
Prepares and maintains reports related to facilities, space utilization, inventory, and administrative operations.
Provides functional support for departmental human resources operations in coordination with the Administrative Specialist III and IFAS HR.
Independently processes personnel appointments and actions for faculty, staff, graduate assistants, and postdoctoral associates within current HR systems, ensuring accuracy and compliance with university policies and procedures.
Interprets and applies University and IFAS rules, regulations, and policies related to personnel actions, providing guidance to faculty and staff on HR-related requirements and processes.
Prepares and/or oversees the preparation of personnel documents, reviewing for accuracy and completeness, and approving as appropriate in accordance with established guidelines.
Provides administrative and backup support to departmental HR functions by assisting with the preparation of Graduate Assistant appointment letter and tuition waivers, supporting faculty with position description updates to ensure alignment with classification standards, maintaining the departmental organizational chart and serving as backup for other HR functions as needed.
Serves as a resource to faculty and staff on HR-related matters, assisting with questions, resolving issues, and coordinating with departmental and central HR offices as needed.
Provides guidance and assistance to Visiting Research Scholars in obtaining required documentation and navigating onboarding requirements.
Supports onboarding processes by coordinating documentation, facilitating system access, and ensuring completion of required employment steps.
Assists with timekeeping and payroll-related processes, ensuring timely and accurate submission in accordance with university guidelines.
Assists with annual faculty evaluations and review processes by coordinating schedules and preparing and submitting required documentation.
Serves as backup support for key HR functions to maintain continuity of operations within the department.
Maintains confidentiality of sensitive employee information and ensures compliance with university and regulatory requirements.
Provides direct supervision to Administrative Assistant II and IT Professional II positions.
Conducts performance evaluations, provides guidance and coaching, and supports professional development.
Ensures appropriate coverage and cross-training of staff while allowing technical staff to independently prioritize and manage specialized workloads.
Monitors work outcomes and ensures alignment with departmental goals and University policies.
Assists with preparation and administration of select events as needed.
Research and gather information to assist Chair and faculty with their various special program needs.
Process and route all self-funded payments for Distance Education courses.
Serves as the resource person for any special needs or information. Performs other duties as assigned.