Office Manager

University of South Florida•Tampa, FL

11d•$23 - $26

About The Position

The Office Manager serves as the primary administrative support professional and Assistant to Director Dr. Robert Gallo, overseeing the organizational unit’s day-to-day operational, academic, fiscal, human resources, purchasing, and payroll functions. The position ensures efficient administrative operations while supporting the Director’s priorities and the department’s mission. Reporting directly to the Director, the Office Manager works with substantial independence and judgment under limited supervision. The role coordinates operational activities, monitors budgets and expenditures, oversees purchasing and payroll processes, supports employment and personnel actions, and ensures compliance with university policies and procedures. The position supervises assigned administrative and support staff, including regular and OPS employees, and allocates resources to meet ongoing needs and emerging priorities. It operates in a fast-paced environment with frequent deadlines and reporting requirements. The role uses university systems such as OASIS, FAST, and GEMS to conduct inquiries, generate queries, and produce standard and customized reports. It also uses word-processing, spreadsheet, and presentation software to create correspondence, reports, financial documents, and other administrative materials supporting department operations and leadership decision-making.

Requirements

High school diploma or equivalent.
Six years of experience in office or administrative positions; appropriate college coursework or vocational/technical training may substitute at an equivalent rate.
Strong organizational, problem-solving, and multitasking skills, as required by the role’s fast-paced environment and frequent deadlines and reporting requirements.
Proficiency with word-processing, spreadsheet, and presentation software.
Ability to use university systems such as OASIS, FAST, and GEMS for inquiries, queries, and reports.
Must meet all U.S. employment eligibility requirements.

Responsibilities

Provide general support to visitors, serve as a point of contact for internal and external clients, manage assigned senior executives’ calendars, liaise with executive and senior administrative assistants, answer and direct phone calls, schedule appointments, sign for packages, and assist clients and visitors.
Plan meetings, take and distribute detailed minutes, coordinate meeting logistics such as room setup and catering, prepare and distribute correspondence and other documents, maintain contact lists, and assist with regularly scheduled reports.
Arrange executive travel according to university policies and submit and reconcile related expense reports; work with administrative staff and support colleagues as needed.
Update and maintain office policies and procedures; develop and maintain digital or physical filing systems; monitor inventory and order office supplies from approved vendors.
Prepare, submit, summarize, and communicate budget information; prepare and approve budget and non-payroll expenditure transfers; reconcile remaining spending authority; maintain internal accounting records; and perform related fiscal administration.
Fulfill purchasing requirements by researching items, obtaining price quotes, entering information into university systems, receiving purchase orders, maintaining P-Card information, and reconciling purchases.
Establish and maintain systems for administration of academic records, including electronic files, records, and databases, and support instruction and student administration.
Support employment administration and human resources processes; serve as a point of contact with central HR; administer appointment paperwork for faculty, staff, and student employees; and fulfill administrative requirements for searches.
Manage and audit annual and sick leave records and employee timesheets, and administer leave payouts.
Prepare and approve online payroll certifications; review and reconcile payroll registers; update pay distribution; and serve as the local point of contact for payroll issues.
Arrange and coordinate travel for department staff, faculty, incoming guests, and speakers.
Prepare special spreadsheet reports and presentations and, as needed, brochures or website content for internal or external audiences.
Perform office administration and other assigned duties to support the mission and function of the area.
Supervise assigned administrative and support staff, including regular and OPS employees, and allocate resources to meet operational needs and priorities.