Department Operations Manager
USF University of South Florida, Tampa, FL, United States
Locations: 4202 E Fowler Ave, Tampa, FL, 33620, US
Job Description
Overview
The Level 4 Department Operations Manager provides strategic and operational leadership for a large, research-intensive department with extensive laboratory, instructional, and research facilities across multiple buildings. The position oversees the full scope of administrative, financial, human resources, academic, and facilities operations; manages a complex portfolio of state, auxiliary, foundation, and grant funds; and supervises a team of staff and student employees. The manager serves as building manager for departmental space, primary liaison to embedded financial/HR services, and a key partner to the Chair in planning, risk management, and execution of the department’s strategic goals.
Why this role matters
This position is critical to the effective functioning of the department by ensuring that administrative, financial, and operational processes run smoothly so that faculty, researchers, and students can focus on teaching and learning. The incumbent interprets and implements university policies in daily practice; oversees hiring, payroll, budgeting, and scheduling; and proactively resolves operational issues to minimize disruptions. Serving as a primary point of contact for students, faculty, staff, and visitors, the position helps shape the department’s reputation through professional, responsive service. By coordinating people, processes, and resources, this role supports the department’s strategic goals, mitigates operational risk, and translates the Chair’s vision into efficient, sustainable operations.
Responsibilities
Budget, HR, Payroll Purchasing Support and Coordination
Track and report on departmental funding sources; develop and maintain internal spreadsheets of expenditures and balances. This includes current fund balances, recurring, and non-recurring funding.
Ensure auxiliary account fees and expenses are aligned with EBA’s, compliant, and appropriate. Implement any necessary changes as needed.
Initiate purchase requisitions, travel requests, and payment/reimbursement forms; reconcile P-Card or support reconciliation for the department.
Prepare routine financial summaries for the Chair or higher-level managers.
Coordinate hiring paperwork and onboarding for adjuncts, OPS staff, graduate assistants, and student employees, working with embedded HR.
Maintain roster of paid graduate students
Collect time sheets, monitor leave records, and assist with online payroll certifications; route complex issues to HR/Payroll.
Supervise FWSP or OPS student workers and/or a front-office staff member, including training and performance feedback.
Academic Administration & Scheduling
Assist with development of semester course schedules for undergraduate and graduate programs; ensure accurate entry and updates in BANNER/OASIS.
Maintain adjunct and graduate assistant rosters; compile teaching assignments and communicate classroom logistics.
Support scholarship processes, student awards, and routine academic reporting.
Office & Department Operations
Manage daily office operations, reception, and customer service for faculty, staff, students, and visitors.
Coordinate office supplies, equipment maintenance, mail distribution, and document retention.
Faculty & Student Support / Events
Provide logistical support for department meetings, guest speakers, and small events.
Assist with faculty activity reporting and basic documentation for annual evaluations.
Coordinate and provide logistical support for departmental events such as seminars, colloquia, recruitment, awards ceremonies, and open houses.
Assist with faculty activity reporting and basic documentation for annual evaluations.
Other Duties as Assigned
Qualifications
Minimum Qualifications
Bachelor’s degree in Business Administration, Public Administration, Higher Education, Accounting/Finance, or a closely related field.
Five years of progressively responsible administrative experience, including significant responsibility for budget and fiscal management and at least two years of direct supervisory experience over full-time staff and/or a combination of staff and student employees.
Demonstrated experience with HR and payroll processes (appointments, distributions, time and leave, and transaction approvals) for multiple employee types.
Proficiency with enterprise administrative systems (e.g., financial, HR, or student information systems) and strong Excel skills for tracking, reconciling, and analyzing data.
Evidence of strong organizational and project-management skills, with the ability to manage multiple complex priorities and deadlines in a fast-paced environment.
Excellent written and verbal communication skills and demonstrated ability to provide professional, customer-focused service to diverse faculty, staff, students, and external partners.
Ability to interpret and apply complex policies and procedures, exercise sound judgment, maintain confidentiality, and work both independently and collaboratively.
Preferred Qualifications
Master’s degree in Business Administration, Public Administration, Higher Education, or a related field.
Five or more years of progressively responsible administrative experience in higher education, with significant responsibility for complex budgeting and financial management across multiple fund types (E&G, auxiliary, foundation, contracts & grants, and start-up accounts).
Experience managing operations for a large, research-intensive or lab-based unit (e.g., multiple buildings, specialized equipment, safety/compliance requirements).
Demonstrated success supervising, coaching, and evaluating a team of professional staff and student employees, including workload planning and cross-training.
Experience with HR and payroll processes for a wide range of employee types (faculty, staff, adjuncts, graduate assistants, OPS, and student employees), including appointments, distributions, and corrections.
Proficiency with enterprise administrative systems (finance, HR, student information, and reporting tools) and advanced Excel skills for data analysis, forecasting, and reporting.
Demonstrated ability to interpret and apply complex policies and regulations and to develop and implement efficient procedures in response.
Strong project management skills, including experience leading multi-stakeholder projects (e.g., space moves, renovations, system/process changes).
Degree Equivalency Clause: Four years of direct experience for a bachelor’s degree.
Compliance and Federal Notices
About Us
Working at USF. This section contains promotional content and has been removed to focus on the job description.
Equal Employment Opportunity
The University of South Florida is an equal opportunity employer that does not discriminate against any employee or applicant for employment based on any characteristic protected by law. The University maintains programs for protected veterans and individuals with disabilities in accordance with all applicable federal and state laws. 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. This job description does not constitute an employment contract.
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Job Description
Overview
The Level 4 Department Operations Manager provides strategic and operational leadership for a large, research-intensive department with extensive laboratory, instructional, and research facilities across multiple buildings. The position oversees the full scope of administrative, financial, human resources, academic, and facilities operations; manages a complex portfolio of state, auxiliary, foundation, and grant funds; and supervises a team of staff and student employees. The manager serves as building manager for departmental space, primary liaison to embedded financial/HR services, and a key partner to the Chair in planning, risk management, and execution of the department’s strategic goals.
Why this role matters
This position is critical to the effective functioning of the department by ensuring that administrative, financial, and operational processes run smoothly so that faculty, researchers, and students can focus on teaching and learning. The incumbent interprets and implements university policies in daily practice; oversees hiring, payroll, budgeting, and scheduling; and proactively resolves operational issues to minimize disruptions. Serving as a primary point of contact for students, faculty, staff, and visitors, the position helps shape the department’s reputation through professional, responsive service. By coordinating people, processes, and resources, this role supports the department’s strategic goals, mitigates operational risk, and translates the Chair’s vision into efficient, sustainable operations.
Responsibilities
Budget, HR, Payroll Purchasing Support and Coordination
Track and report on departmental funding sources; develop and maintain internal spreadsheets of expenditures and balances. This includes current fund balances, recurring, and non-recurring funding.
Ensure auxiliary account fees and expenses are aligned with EBA’s, compliant, and appropriate. Implement any necessary changes as needed.
Initiate purchase requisitions, travel requests, and payment/reimbursement forms; reconcile P-Card or support reconciliation for the department.
Prepare routine financial summaries for the Chair or higher-level managers.
Coordinate hiring paperwork and onboarding for adjuncts, OPS staff, graduate assistants, and student employees, working with embedded HR.
Maintain roster of paid graduate students
Collect time sheets, monitor leave records, and assist with online payroll certifications; route complex issues to HR/Payroll.
Supervise FWSP or OPS student workers and/or a front-office staff member, including training and performance feedback.
Academic Administration & Scheduling
Assist with development of semester course schedules for undergraduate and graduate programs; ensure accurate entry and updates in BANNER/OASIS.
Maintain adjunct and graduate assistant rosters; compile teaching assignments and communicate classroom logistics.
Support scholarship processes, student awards, and routine academic reporting.
Office & Department Operations
Manage daily office operations, reception, and customer service for faculty, staff, students, and visitors.
Coordinate office supplies, equipment maintenance, mail distribution, and document retention.
Faculty & Student Support / Events
Provide logistical support for department meetings, guest speakers, and small events.
Assist with faculty activity reporting and basic documentation for annual evaluations.
Coordinate and provide logistical support for departmental events such as seminars, colloquia, recruitment, awards ceremonies, and open houses.
Assist with faculty activity reporting and basic documentation for annual evaluations.
Other Duties as Assigned
Qualifications
Minimum Qualifications
Bachelor’s degree in Business Administration, Public Administration, Higher Education, Accounting/Finance, or a closely related field.
Five years of progressively responsible administrative experience, including significant responsibility for budget and fiscal management and at least two years of direct supervisory experience over full-time staff and/or a combination of staff and student employees.
Demonstrated experience with HR and payroll processes (appointments, distributions, time and leave, and transaction approvals) for multiple employee types.
Proficiency with enterprise administrative systems (e.g., financial, HR, or student information systems) and strong Excel skills for tracking, reconciling, and analyzing data.
Evidence of strong organizational and project-management skills, with the ability to manage multiple complex priorities and deadlines in a fast-paced environment.
Excellent written and verbal communication skills and demonstrated ability to provide professional, customer-focused service to diverse faculty, staff, students, and external partners.
Ability to interpret and apply complex policies and procedures, exercise sound judgment, maintain confidentiality, and work both independently and collaboratively.
Preferred Qualifications
Master’s degree in Business Administration, Public Administration, Higher Education, or a related field.
Five or more years of progressively responsible administrative experience in higher education, with significant responsibility for complex budgeting and financial management across multiple fund types (E&G, auxiliary, foundation, contracts & grants, and start-up accounts).
Experience managing operations for a large, research-intensive or lab-based unit (e.g., multiple buildings, specialized equipment, safety/compliance requirements).
Demonstrated success supervising, coaching, and evaluating a team of professional staff and student employees, including workload planning and cross-training.
Experience with HR and payroll processes for a wide range of employee types (faculty, staff, adjuncts, graduate assistants, OPS, and student employees), including appointments, distributions, and corrections.
Proficiency with enterprise administrative systems (finance, HR, student information, and reporting tools) and advanced Excel skills for data analysis, forecasting, and reporting.
Demonstrated ability to interpret and apply complex policies and regulations and to develop and implement efficient procedures in response.
Strong project management skills, including experience leading multi-stakeholder projects (e.g., space moves, renovations, system/process changes).
Degree Equivalency Clause: Four years of direct experience for a bachelor’s degree.
Compliance and Federal Notices
About Us
Working at USF. This section contains promotional content and has been removed to focus on the job description.
Equal Employment Opportunity
The University of South Florida is an equal opportunity employer that does not discriminate against any employee or applicant for employment based on any characteristic protected by law. The University maintains programs for protected veterans and individuals with disabilities in accordance with all applicable federal and state laws. 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. This job description does not constitute an employment contract.
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