Department Operations Manager

Dept Number/Name: 0-1248-000 / School of Information

College Division: Acad Affairs-Coll of ArtsandSci

Salary Plan: Administrative

Job Code/Title: 4380 / Operations Manager

Hiring Salary/Salary Range: $50,000

Position Number: 00008888

Work Schedule: On campus with option for hybrid schedule after completing satisfactory training period.

ORGANIZATIONAL SUMMARY:

The Department Operations Manager oversees the administrative and academic services within the school/department, providing support to the Director, faculty, staff, and students. As both a provider and coordinator of services for the School, this role ensures the effective management of budget, office operations, purchasing, facilities and resources, embedded services requests, and overall operational requirements and supports essential academic service functions across all graduate and undergraduate programs within the School, including course scheduling, faculty/staff recruitment, searches, hiring, staffing, GA coordination, and faculty governance. Furthermore, it includes the supervision of office staff and Federal Work-Study (FWS) students in the school/departmental environment.

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. The School of Information houses 3 graduate level masters programs and one undergraduate program with five concentrations (M.A. Library and Information Science, M.S. in Intelligence Studies, M.S.

Cybersecurity Intelligence and Information Security, B.S. Information Science). As result, it requires different solutions to resolve complex issues due to the size and scale of the School's operations.

RESPONSIBILITIES:

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 administrative procedures, academic support services, and operations.

Support faculty and staff in course planning and scheduling.

Manage department space utilization/planning and asset management.

Coordinate with Dean's Office and Central Administrative departments such as purchasing, IT, and Facilities management.

Serve as primary contact for School-related communications setting up phone lines, maintaining outlook distribution list and updating directory.

Department Operations Cont:

Oversee department/school compliance with CAS and USF policies/procedures.

Manage and oversee supervision of department employees and FWS students; work allocation, training, problem identification and resolution, and enforcement of internal procedures.

Provide cross-departmental training to staff to support day-to-day operations of department/school.

Evaluate performance of department employees.

Manage the financial administration of E & G, carry forward, foundation, auxiliary, faculty research accounts and external and internal grants. Monitors budget, prepare payroll, budget reports and projections.

Assist the School Director with preparation of annual budget requests. Updates pay distribution.

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 recruitment and search activities.

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.

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)

Act as backup to the ASA position should ASA be out of the office for extended periods of time.

Performs other duties as assigned.

POSITION QUALIFICATIONS:

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:

Master's degree in Business Administration or other field of study related to the academic program and with a minimum of two years of experience. Knowledge and experience in organizational effectiveness, operations management and higher education.

USF Tampa

Information for Applicants

This position is subject to a Level 1 criminal background check.

Job Opening Number: 36471

Posting Date: 03/08/2024

Posting End Date: 03/22/2024

How To Apply

Click on the Apply Now button. When applying to an opening you will have the opportunity to upload a cover letter and resume.

Apply online by completing the required information and attaching your cover letter and resume. Please include your experience as it relates to the qualifications stated above.

YOUR COVER LETTER AND RESUME, PLUS ANY OTHER REQUESTED MATERIAL, MUST BE IN ONE ATTACHMENT. Only online applications are accepted for this position.

Click here for additional tutorial information.

To request an accommodation with the application or interview process, please contact Central Human Resources by telephone: 813-974-2970 or email HR-ADA-Request@usf.edu.

Equal Employment Opportunity

USF is an equal opportunity, equal access academic institution that embraces diversity in the workplace.

The University of South Florida does not discriminate on the basis of sex and prohibits sexual harassment. Any person may report sex discrimination, including sexual harassment (whether or not the person reporting is the person alleged to be the victim of conduct that could constitute sex discrimination or sexual harassment), in person, by mail, by telephone, or by electronic mail, using the contact information listed for the Title IX Coordinator. Reports may be made at any time either online or directly to the University's Title IX Coordinator.

USF's Equal Opportunity Affirmative Action Statement.

Federal Rights

Applicants have rights under Federal Employment Laws: Family and Medical Leave Act (FMLA), Equal Employment Opportunity (EEO) and Employee Polygraph Protection Act (EPPA).

Work Location

Campus map and location overview: USF - Tampa Campus

About USF

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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