Department Operations Manager (Finance)

Organizational Summary:

The USF Psychology Department is home to approximately 3,000 undergraduate and 100 graduate students. Our department also includes 6 administrative staff, 6 academic advisors and over 50 core, affiliated, and emeritus faculty members. We are one of the largest departments in the College of Arts and Sciences.

Position Summary:

The Department Operations Manager oversees the administrative and academic services within the school/department, providing support to the Chair, faculty, staff, and students. Functioning as a liaison, this role ensures the effective management of budget, office operations, purchasing, facilities, and overall operational requirements. Furthermore, it includes the supervision of office staff and Federal Work-Study (FWS) students in the school or departmental environment.Minimum Qualifications:

This position requires a High School diploma or equivalent with four years of customer service related experience including at least one year of supervisory experience.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 .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's 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.
• Support the administrative functions of the Chair including setting up meetings, coordinating/addressing/prioritizing staff and faculty requests; managing events/programming calendar; attending faculty meetings and coordinating staff administrative engagement/output.

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)
• Thorough knowledge of how each of the embedded service units work and links to the department and capable of leading/supporting faculty in embedded services operations.

Other Departmental Tasks:
• Serve as department ADR for IT resource requests
• Manage departmental shared folders
• Manage and facilitate department events; Psych Expo, GTA Orientation, Post Recruitment Workshop, GA Recruitment
• Open Houses
• Track Faculty committee membership, keep updated faculty CV's posted on the website
• Building Supervisor
• Guest account approvals, volunteer access
• International Visitors
• Department Listserve management
• Payroll management
• PSY Teams Groups management

Perform other duties as assigned.