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.Working at USF
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With approximately 16,000 employees, the University of South Florida is one of the largest employers in the Tampa Bay area. We are dedicated to cultivating a talented, engaged and driven workforce that strives to be bold. Employees excel in USF's rich academic environment, which fosters their development and advancement. In 2025, Forbes recognized USF as one of Florida's best large employers, ranked No. 1 among the state's 12 public universities. Our first-class benefits package includes medical, dental and life insurance plans, retirement plan options, employee and dependent tuition programs, generous leave, and hundreds of employee perks and discounts.
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About USF
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The University of South Florida is a top-ranked research university serving approximately 50,000 students from across the globe at campuses in Tampa, St. Petersburg, Sarasota-Manatee and USF Health. USF is recognized by U.S. News & World Report as a top 50 public university and the best value in Florida. U.S. News also ranks the USF Health Morsani College of Medicine as the No. 1 medical school in Florida and in the highest tier nationwide. USF is a member of the Association of American Universities (AAU), a group that includes only the top 3% of universities in the U.S. With an all-time high of $738 million in research funding in 2024 and as a top 20 public university for producing U.S. patents, USF uses innovation to transform lives and shape a better future. The university generates an annual economic impact of more than $6 billion. USF's Division I athletics teams compete in the American Athletic Conference. Learn more at www.usf.edu .
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Compliance and Federal Notices
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This position may be subject to a Level 1 or Level 2 criminal background check.
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Applicants have rights under Federal Employment Laws :
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Family and Medical Leave Act (FMLA)
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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. Visit the Central Human Resources ADA Accommodations webpage for more information on requesting an accommodation during the application/interview process.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