Department Operations Manager

Organizational Summary:

The Department of Chemistry represents one of the cornerstones of the School of Natural Sciences and Mathematics and the College of Arts and Sciences as well as the University as a whole. The Department of Chemistry is well-positioned in its centrality, demand, quality and sustainability to significantly contribute to the University vision of serving as a pre-eminent research university with state, national and global impact. The Department of Chemistry is dedicated to developing globally competitive undergraduate, graduate and professional programs as well as expanding its world-class interdisciplinary research ranging from drug discovery to materials science.

Position Summary: 

The Office Manager/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.

Payroll:

• Serves a preparer of payroll for over 200+ personnel.
• Submits payroll forms as needed, PCAF, Pay Distributions, RETs etc.
• Serves as the primary liaison between the payroll office and all questions and concerns about discrepancies in pay.

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.
• 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.
• Serve as department liaison for visa processes. Helps faculty troubleshoot and solve any issues that may arise with the appropriate office.

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.
• 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.
• 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.

Embedded Services:

• Serves as the primary point of contact, facilitating communication between the academic department and HR/Financial Embedded Services.
• Coordinates all travel arrangements for the Seminar Series, ensuring adherence to USF policies and procedures.
• Processes contracts, invoices, and other transactions for payments.
• Maintains up-to-date and accurate profiles, posts FWS/OPS positions, and submits student, adjunct, faculty, and staff requests to HR Embedded Services for processing.

Building Manager:

• Manage department space utilization/planning and asset management.
• Chemistry has space over 6 different buildings and this position will oversee the needs of all those spaces.
• Gives/Removes all key and card access to all allowable spaces.
• Asset Management includes but is not limited to equipment decommission, lab moves, set up and cleanup, overseeing delivery crews for multi-building transfers.

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.

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

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