Department Operations Manager (Finance)

Organizational Summary:
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The University of South Florida College of Education serves a community of over 2,200 students and 130 faculty members dedicated to advancing high-quality education through excellence in research, teaching, and learning. Accredited by the Council for the Accreditation of Educator Preparation (CAEP) and fully approved by the Florida Department of Education, the college offers innovative teacher training and collaborative graduate programs aimed at developing educational leaders. In partnership with school districts across the Tampa Bay region, the college is committed to extending proven educational initiatives and exploring new approaches to preparing lifelong learners. Whether pursuing initial teaching certification or advancing professional development through graduate studies, the college provides comprehensive resources and support to help students achieve their educational and career goals.
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Position Summary:
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The Department Operations Manager is responsible for overseeing the administrative and academic functions within the department, providing comprehensive support to the Chair, faculty, staff, and students. Serving as a key liaison, this role ensures the efficient management of budgets, office operations, procurement, facilities, and other operational needs. Additionally, the position involves supervising office personnel and Federal Work-Study (FWS) students to maintain a productive and organized departmental environment.Minimum Qualifications:

This position requires a Bachelor's degree and at least one year of customer service experience. Four years of direct customer service experience may substitute for the required Bachelor's degree.

Preferred Qualifications:

• Five (5) years' experience in academic administration, office management, or departmental operations within a university or educational institution.
• Proficiency with student information systems such as BANNER, OASIS, or equivalent, and familiarity with college or university policies and procedures.
• Experience managing budgets, financial reporting, and procurement processes within an academic setting.
• Proven ability to communicate effectively with faculty, staff, students, and external stakeholders.
• Demonstrated success supervising workers, with the ability to motivate and develop team members.
• Ability to coordinate multiple projects, events, and administrative processes simultaneously.
• Proven ability to analyze complex issues and develop effective solutions.
• Proficiency in Microsoft Office Suite, Outlook, Excel, Word, and PowerPoint, and website management or content management systems.

FLSB1310 Equivalency:
4 years of directly relevant experience may be substituted for bachelor's degree.
6 years of directly relevant experience may be substituted for master's degree.

This position may be subject to a Level 1 or Level 2 criminal background check.

Applicants for USF employment are entitled to request reasonable accommodation(s) in the application process. A request is to be made at least five (5) working days prior to the time the accommodation(s) is needed. Contact the USF ADA Lead ( hr-ADA-Request@usf.edu ) to coordinate your accommodation request.The University of South Florida is a high-impact global research university dedicated to student success. Over the past 10 years, no other public university in the country has risen faster in U.S. News and World Report's national university rankings than USF. Serving more than 50,000 students on campuses in Tampa, St. Petersburg and Sarasota-Manatee, USF is designated as a Preeminent State Research University by the Florida Board of Governors, placing it in the most elite category among the state's 12 public universities. USF is a member of the American Athletic Conference.
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Working at USF
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With more than 16,000 employees at USF, the University of South Florida is one of the largest employers in the Tampa Bay region. At USF you will find opportunities to excel in a rich academic environment that fosters the development and advancement of our employees. We believe in creating a talented, engaged and driven workforce through on-going development and career opportunities. We also offer a first class benefit package that includes medical, dental and life insurance plans, retirement plan options, tuition program and generous leave programs and more.
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To learn more about working at USF please visit: Work Here. Learn Here. Grow Here .Department Operations:
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• Oversee daily operations of the department, ensuring office coverage from 8:00 a.m. to 5:00 p.m., Monday through Friday.
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• Serve as the primary contact for faculty, staff, and students regarding administrative and operational matters.
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• Manage department space utilization, planning, and asset management.
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• Resolve issues by coordinating with the Dean's Office and central administrative departments such as Purchasing, IT, and Facilities Management.
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• Act as the primary contact for setting up phone/teams lines, maintaining Outlook distribution lists, and updating directories.
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• Oversee departmental compliance with COED and USF policies and procedures and maintain department websites and calendars.
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• Manage and supervise department staff employees and FWS students assigned to Dean's office, including work allocation, training, problem resolution, and enforcement of internal procedures.
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Faculty Affairs:
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• Serve as the department liaison for faculty affairs procedures.
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• Coordinate recruitment, credentialing, and on-boarding of faculty and adjunct instructors by posting advertisements, supporting search activities and facilitating interviews.
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• Facilitate and manage assigned faculty duties and faculty activity reporting through the AFD-FAR system.
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• Provide administrative support to the faculty for mid-tenure, post-tenure, and tenure and promotion applications.
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• Assist with faculty awards, annual evaluations, faculty assignments, and workload procedures.
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• Support departmental events such as the annual awards reception, lecture series, guest speakers, and meetings.
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Academic Administration:
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• Maintain adjunct instructor and graduate assistant rosters, and schedule graduate assistants and other personnel necessary to fulfill instructional requirements.
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• Serve as a backup for inputting course information into BANNER/OASIS.
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• Oversee the awarding of Foundation Scholarships, including managing the application process, coordinating with the review committee, processing payments, and confirming fund distribution.
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• Attend Foundation training sessions as provided to support scholarship administration.
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• Support the development and ongoing maintenance of academic programs as needed.
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Embedded Service:
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• Acts as the primary point of contact to facilitate and submit appropriate appointment paperwork and communication between the academic department and the Embedded Service for Human Resources and Shared Services.
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• Possesses thorough knowledge of the operations of each embedded service unit, their linkages to the department, and is capable of leading and supporting faculty, students, and staff in navigating and utilizing Embedded Services effectively.
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Budget:
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Collaborate with the Budget team to oversee the financial administration of E&G, carry forward, foundation, auxiliary. Monitor budget performance, prepare financial reports and projections. Assist the budget team and Department Chair in the preparation of annual budget requests.
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Performs other duties as assigned