Office Manager

USF University of South Florida • Tampa, FL

28d

About The Position

A group of diverse, interdisciplinary scholars and former practitioners, the School of Public Affairs has a strong commitment to applied social engagement and making differences in the community. The vision of SPA is to become a premier community-centered hub for public affairs education and research. Our School provides quality education, research, and public service to prepare leaders in public administration and urban & regional planning. It engages in public policy, scholarship, and outreach activities in an urban region to meet community, national, and global needs.

Responsibilities

• Academic Administration: Support development and maintenance of academic programs as needed. Develop the semester course schedule for graduate, undergraduate, and distance learning courses. Maintain adjunct instructor and graduate assistant roster, schedule graduate assistants and other personnel required to meet instructional requirements. Serve as backup for inputting course information into BANNER/OASIS. Responsible for the awarding of Foundation Scholarships, including the application process, working with the department review committee, processing payment requests and confirming distribution of funds. Will attend any Foundation trainings that may be provided to assist in scholarship administration, including training provided by the Scholarship Administrator for CAS
• Faculty Affairs: Serve as department liaison for faculty affairs procedures. Coordinate recruitment, credentialing and on-boarding for faculty and adjunct instructors by posting ads, supporting search activities, and facilitating interviews. Facilitate/manage assigned faculty duties and faculty activity reporting AFD-FAR system. Provide administrative support for mid-tenure, post-tenure, and tenure and promotion applications. Assist with faculty awards, annual evaluations, faculty assignments and workload procedures. Provide support for annual awards reception, lecture series, guest speakers, meetings, etc.
• Department Operations: Oversee daily operations of the department, ensuring office coverage from 8:00am - 5pm Monday through Friday. Serve as primary contact for faculty, staff, and students on matters related to administration and operation. Manage department space utilization/planning and asset management. Problem solve issues and coordinate with Dean's Office and Central Administrative departments such as purchasing, IT, and Facilities management. Primary contact for setting up phone lines, maintaining outlook distribution list and updating directory. Oversee department/school compliance with CAS and USF policies/procedures and maintain department websites and calendars. Manage and oversee supervision of department employees and FWS students; work allocation, training, problem resolution, and enforcement of internal procedures. Provide cross-departmental training to staff to support day-to-day operations of department. Evaluate performance of department employees.
• Embedded Service: Serves as the main point of contact facilitating communication between the academic department and the embedded service for Human Resource and CAS Business & Finance Support Service (BFSS)
• Main Office Support: Provide direct support to the Department Chair to include correspondence management, taking meeting minutes as required, meeting and appointment scheduling, data gathering and analysis, report preparation, etc. Serve as back-up to the Academic Program Specialist. Manage the financial administration of E & G, carry forward, foundation, auxiliary, faculty research accounts and external and internal grants. Monitors budget, prepare budget reports and projections. Assist the Department Chair with preparation of annual budget requests. Prepares and approves online payroll certifications, reviews and reconciles payroll registers, and updates pay distribution. Assist with preparing and processing Fellowships and award funds Oversee social media and school website
• Performs other duties as assigned

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed
• Number of Employees: 5,001-10,000 employees