Department Operations Manager III

Organizational Summary: 

The College of Arts and Sciences at the University of South Florida is a diverse, research active community of scholars, teachers, creators, and learners who believe that ideas should live both in the classroom and in the world. We bring together the sciences, social sciences, and humanities to tackle real problems through learning that involves doing, including fieldwork on Florida’s coast, work in laboratories, data focused projects, and storytelling across digital and traditional media. Our faculty are nationally recognized researchers and dedicated mentors who open doors to significant opportunities such as undergraduate research, internships, fellowships, and global experiences. We are especially proud of our vibrant humanities and social sciences, where students connect big questions to real careers through funded experiential learning and projects that engage the community. Rooted in Tampa Bay and connected to global conversations, we see our campus as a living laboratory for studying the environment, society, culture, and technology, and we invite colleagues who share this spirit of curiosity, collaboration, and innovation focused on students to join us.

Position Summary: 

The Level 3 Department Operations Manager oversees the administrative, academic, financial, and HR operations of a department with multiple undergraduate and graduate programs. The role manages office operations, supervises staff and student workers, coordinates course scheduling, and administers budgets and HR processes in close collaboration with embedded service units. The manager serves as a key advisor to the Chair on policy implementation and operational planning.

This position is critical to the effective functioning of the department by ensuring that administrative, financial, and operational processes run smoothly so that faculty, researchers, and students can focus on teaching and learning. The incumbent interprets and implements university policies in daily practice; oversees hiring, payroll, budgeting, and scheduling; and proactively resolves operational issues to minimize disruptions. Serving as a primary point of contact for students, faculty, staff, and visitors, the position helps shape the department’s reputation through professional, responsive service. By coordinating people, processes, and resources, this role supports the department’s strategic goals, mitigates operational risk, and translates the Chair’s vision into efficient, sustainable operations.

Budget, HR, Payroll Purchasing Support and Coordination

• Track and report on departmental funding sources; develop and maintain internal spreadsheets of expenditures and balances. This includes current fund balances, recurring, and non-recurring funding.
• Ensure auxiliary account fees and expenses are aligned with EBA’s, compliant, and appropriate. Implement any necessary changes as needed.
• Initiate purchase requisitions, travel requests, and payment/reimbursement forms; reconcile P-Card or support reconciliation for the department.
• Prepare routine financial summaries for the Chair or higher-level managers.
• Coordinate hiring paperwork and onboarding for adjuncts, OPS staff, graduate assistants, and student employees, working with embedded HR.
• Maintain roster of paid graduate students
• Collect time sheets, monitor leave records, and assist with online payroll certifications; route complex issues to HR/Payroll.
• Supervise FWSP or OPS student workers and/or a front-office staff member, including training and performance feedback. 

Academic Administration & Scheduling

• Assist with development of semester course schedules for undergraduate and graduate programs; ensure accurate entry and updates in BANNER/OASIS. 
• Maintain adjunct and graduate assistant rosters; compile teaching assignments and communicate classroom logistics.
• Support scholarship processes, student awards, and routine academic reporting.

Office & Department Operations

• Manage daily office operations, reception, and customer service for faculty, staff, students, and visitors.
• Coordinate office supplies, equipment maintenance, and document retention.
• Maintain departmental calendars; coordinate routine facilities/IT requests.

Faculty & Student Support / Events

• Provide logistical support for department meetings, guest speakers, and small events.
• Assist with faculty activity reporting and basic documentation for annual evaluations.
• Coordinate and provide logistical support for departmental events such as seminars, colloquia, recruitment, awards ceremonies, and open houses. 
• Assist with faculty activity reporting and basic documentation for annual evaluations.

Other duties as assigned.

Minimum Qualifications

• Bachelor’s degree in Business Administration, Public Administration, Higher Education, or a related field.
• Four years of progressively responsible administrative experience, preferably in higher education or similar complex organization.
• At least one year of experience supervising or leading staff and/or student employees (e.g., hiring, training, assigning work, and providing feedback).
• Demonstrated experience with budget monitoring, fiscal transactions, and basic financial reporting.
• Experience working with HR and payroll processes (e.g., hiring/onboarding, time and leave reporting, appointments, or related actions).
• Strong organizational, analytical, and problem-solving skills, with the ability to manage multiple tasks and deadlines.
• Effective written and verbal communication skills and demonstrated commitment to providing inclusive, customer-centered service

 

Degree Equivalency Clause: Four years of direct experience for a bachelor’s degree.

• Senate Bill 1310- The Florida Senate (https://www.flsenate.gov/Session/Bill/2023/1310) is conditional upon meeting all employment eligibility requirements in the U.S.

• SB 1310: Substitution of Work Experience for Postsecondary Education Requirements

• A public employer may include a postsecondary degree as a baseline requirement only as an alternative to the number of years of direct experience required, not to exceed:

• (a) Two years of direct experience for an associate degree;

• (b) Four years of direct experience for a bachelor’s degree;

• (c) Six years of direct experience for a master’s degree;

• (d) Seven years of direct experience for a professional degree; or

• (e) Nine years of direct experience for a doctoral degree

• Related work experience may not substitute for any required licensure, certification, or registration required for the position of employment as established by the public employer and indicated in the advertised description of the position of employment.

• Minimum Qualifications that require a high school diploma are exempt from SB 1310.
 

Preferred Qualifications

• Bachelor’s degree in Business Administration, Public Administration, Higher Education, or a related field; master’s degree preferred.
• Four or more years of administrative experience in an academic department or comparable setting, including responsibility for budget monitoring, HR/Payroll coordination, and academic operations.
• Experience supervising full-time staff and/or a combination of staff and student employees.
• Experience supporting multi-program academic units (undergraduate, graduate, and/or online) with course scheduling, enrollment monitoring, and faculty workload tracking.
• Demonstrated experience using enterprise administrative systems (finance, HR, student information) and intermediate to advanced Excel skills.
• Experience preparing reports and summaries for leadership, including budget, enrollment, or workload data.
• Demonstrated ability to work effectively with diverse faculty, staff, and students and to communicate policy and process changes clearly.

Working at USF

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.

About USF 

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.

Compliance and Federal Notices

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

Applicants have rights under Federal Employment Laws: 

The University of South Florida is an equal opportunity employer that does not discriminate against any employee or applicant for employment based on any characteristic protected by law.  The University maintains programs for protected veterans and individuals with disabilities in accordance with all applicable federal and state laws.

Family and Medical Leave Act (FMLA)

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.

Equal Employment Opportunity

The University of South Florida is an equal opportunity employer that does not discriminate against any employee or applicant for employment based on any characteristic protected by law.  The University maintains affirmative action programs for protected veterans and individuals with disabilities in accordance with all applicable federal and state laws.  This job description does not constitute an employment contract.