Department Operations Manager (Finance)

ORGANIZATIONAL SUMMARY:

The Department of Integrative Biology is an academic unit home to over 1500 undergraduate students, 40 graduate students and 34 faculty, including 27 active research faculty within the University of South Florida's College of Arts and Sciences. Integrative Biology is a key player in USF's efforts to increase research funding to provide student opportunities and contribute to global scientific discovery. A skilled and motivated departmental staff help to facilitate the needs and strategic goals of a complex and multi-faceted department. Our faculty actively redesign courses for improved student learning and are always working to improve curriculum by introducing new and exciting electives and research-based pedagogy to our classrooms.

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:
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.

PREFERRED:
Bachelors Degree, 4+ years in an administrative office role, 2+ years of supervisory 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.Working at USF
\n
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.
\n
About USF
\n
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 .
\n
Compliance and Federal Notices
\n
This position may be subject to a Level 1 or Level 2 criminal background check.
\n
Applicants have rights under Federal Employment Laws :
\n
Family and Medical Leave Act (FMLA)
\n
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.Academic Administration:

• Support development and maintenance of academic programs as needed.
• Oversee the development of 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 a 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 annual evaluations, faculty assignments and workload procedures.
• Provide support for 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.

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).
• Develop and maintain departmental forms through MS Forms.
• Monitor department travel and process graduate travel awards.
• Manage the financial administration of E & G, carry forward, foundation, auxiliary, faculty research accounts and external and internal grants. Monitors budget, prepare budget reports and projections. Assist the Department Chair with preparation of annual budget requests.
• Reviews and reconciles payroll registers and updates costing to ensure employees are paid from the correct chartfields.
• Performs other duties as assigned.