Office Manager

An Office Manager is responsible for the operational aspects of academic, fiscal, purchasing, employment and payroll administration for a USF organizational unit, such as a college, school, or department. The Office Manager supervises assigned support staff in the office in order to fulfill the administrative requirements of the responsibility area. 

Nature of Work: This position typically reports to a Director, Dean, Associate Dean, Associate Director, Chair, or Administrative Manager of a department, school or college. 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 administration of academic, fiscal, human resources, purchasing, and payroll support activities, assigning regular and OPS staff as needed and available to meet ongoing and emergent priorities. 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 do inquiries, queries, standard and modified reports from university systems such as OASIS, FAST, and GEMS, and must be able to produce documents using word processing, spreadsheet, and presentation software. 

•    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.
•    Fulfills purchasing requirements for assigned area, researching items and obtaining price quotes, entering information into university systems, receiving purchase orders, maintaining P-Card information, and reconciling purchases.
•    Establishes and maintains systems for administration of academic records for the area, including electronic files, records, and databases. Provides for support of instruction and student administration.
•    Supports employment administration and human resources processes, serving as a point of contact with the central HR department. Administers appointment paperwork requirements for faculty, staff, and student employees. Fulfills administrative requirements for faculty and other searches within area of responsibility.
•    Manages and audits annual and sick leave records, and employee timesheets. Administers leave payouts.
•    Prepares and approves online payroll certifications. Reviews and reconciles payroll registers, and updates pay distribution. Serves as the local point of contact on payroll issues.
•    Arranges and coordinates travel for department staff, faculty, and incoming guests and speakers.
•    Composes and prepares written documents and correspondence for the office, including memos, letters, presentations, and spreadsheets

 •    Prepares special spreadsheet reports and presentations as needed. May prepare brochures or web site content for communication within USF and/or to external audiences.
•    Performs other office administration duties as required to support the mission and function of the area of responsibility.
•    Performs other duties as assigned.

Minimum Education & Experience 

•    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.

•    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.