Office Manager (Finance)
The Office Manager is responsible for the operational aspects of fiscal, purchasing, and travel administration for the USF Health Byrd Alzheimer's Center & Research Institute. He/she is also responsible for coordinating two weekly seminar series as well as other meetings and visitor itineraries and managing the CEO's calendar. Please note that the job duties will require the candidate to be on-campus Monday through Friday during regular business hours.
This position will report to the Manager of Fiscal & Business Administration of USF Health Byrd Alzheimer's Center & Research Institute. The Office Manager position receives limited supervision and is delegated considerable freedom to determine how best to meet the administrative requirements for the area. The Office Manager must determine how to fulfill the daily administration of fiscal, purchasing, and travel activities. This position operates under regular deadline pressure in order to meet operational and reporting requirements. To fulfill the job responsibilities, employees assigned to this class title must be able to complete inquiries, queries, standard and modified reports from university systems such as FAST and Oracle and must be able to produce documents using word processing, spreadsheet, and presentation software.This position requires a high school diploma or equivalent, with six years of experience in office or administrative positions. Appropriate college coursework or vocational/technical training may substitute at an equivalent rate for the required experience.
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 .1) Responsible for preparation, submission, summary and communication of budget information for the assigned area. Prepares and approves budget transfers and non-payroll expenditure transfers, reconciles remaining spending authority, prepares and maintains internal accounting records, and other duties related to fiscal administration.
2) Fulfills purchasing requirements for the Byrd research administrative office, including entering information into the USF Bull Marketplace system, receiving purchase orders, maintaining P-Card information, and reconciling purchases. Manages all office supplies and lab gas tank ordering.
3) Manages all accounts payable for the administrative office, including regular payments to Ricoh, AirGas, and NexAir.
4) Utilizes the JIRA ticket system to create and submit Foundation check requests for corporate vendors and individual employee reimbursements.
5) Arranges and coordinates travel for department staff, faculty, and incoming guests and speakers.
6) Coordinates the weekly NSI seminar series, working closely with the faculty that oversees it. Creates and distributes announcements and sets up the room and A/V for the presenters.
7) Composes and prepares written documents and correspondence for the office, including emails, letters, presentations, and spreadsheets.
8) Manages the calendar of the Byrd CEO, scheduling all appointments and meetings. Makes independent daily decisions regarding all aspects of calendar management.
9) Creates and distributes meeting agendas and takes meeting notes/minutes.
10) Manages all rooms scheduling for the Byrd Institute building.
11) Performs other office administration duties as required to support the mission and function of the area of responsibility.
