University of South Florida Libraries
Department Operations Manager
University of South Florida Libraries, Tampa, Florida, us, 33646
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. It also includes the supervision of office staff and Federal Work‑Study (FWS) students in the school or departmental environment.
Responsibilities
Payroll
Prep payroll for over 200+ personnel.
Submit payroll forms as needed (PCAF, Pay Distributions, RETs, etc.).
Serve 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, including posting ads, supporting search activities, and facilitating interviews.
Provide administrative support for mid‑tenure, post‑tenure, and tenure & 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 and help faculty troubleshoot issues.
Department Operations
Oversee daily operations of the department, ensuring office coverage from 8:00 am‑5:00 pm 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 lists, and updating the directory.
Oversee compliance with CAS and USF policies/procedures and maintain department websites and calendars.
Manage and supervise department employees and FWS students; manage work allocation, training, problem resolution, and enforcement of internal procedures.
Provide cross‑departmental training to staff to support day‑to‑day operations.
Evaluate performance of department employees.
Manage the financial administration of E & G, carry‑forward, foundation, auxiliary, faculty research accounts and external and internal grants; monitor budget, prepare budget reports and projections.
Assist the Department Chair with preparation of annual budget requests.
Embedded Services
Serve as primary point of contact, facilitating communication between the academic department and HR/Financial Embedded Services.
Coordinate all travel arrangements for the Seminar Series, ensuring adherence to USF policies and procedures.
Process contracts, invoices, and other transactions for payments.
Maintain up‑to‑date and accurate profiles, post FWS/OPS positions, and submit student, adjunct, faculty, and staff requests to HR Embedded Services for processing.
Building Manager
Manage department space utilization, planning and asset management.
Oversee needs of all spaces across six buildings.
Grant and remove key and card access to all allowable spaces.
Asset management includes equipment decommission, lab moves, set‑up and clean‑up, and overseeing delivery crews for multi‑building transfers.
Qualifications
Minimum Qualifications
High School diploma or equivalent.
At least four years of customer service experience, including at least one year of supervisory experience.
Potentially subject to a Level 1 or Level 2 criminal background check.
FLSB1310 Equivalency
4 years of directly relevant experience may be substituted for a bachelor’s degree.
6 years of directly relevant experience may be substituted for a master’s degree.
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. Contact the USF ADA Lead (hr‑ADA‑Request@usf.edu) to coordinate your accommodation request.
About Us
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.
The University of South Florida is a top‑ranked research university serving approximately 50,000 students 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. The school 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 a top‑20 public university for producing U.S. patents, USF uses innovation to transform lives and shape a better future, generating an annual economic impact of more than $6 billion. The university’s Division I athletics teams compete in the American Athletic Conference. Learn more at www.usf.edu.
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 have rights under federal employment laws, including the Family and Medical Leave Act (FMLA). This job description does not constitute an employment contract.
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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. It also includes the supervision of office staff and Federal Work‑Study (FWS) students in the school or departmental environment.
Responsibilities
Payroll
Prep payroll for over 200+ personnel.
Submit payroll forms as needed (PCAF, Pay Distributions, RETs, etc.).
Serve 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, including posting ads, supporting search activities, and facilitating interviews.
Provide administrative support for mid‑tenure, post‑tenure, and tenure & 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 and help faculty troubleshoot issues.
Department Operations
Oversee daily operations of the department, ensuring office coverage from 8:00 am‑5:00 pm 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 lists, and updating the directory.
Oversee compliance with CAS and USF policies/procedures and maintain department websites and calendars.
Manage and supervise department employees and FWS students; manage work allocation, training, problem resolution, and enforcement of internal procedures.
Provide cross‑departmental training to staff to support day‑to‑day operations.
Evaluate performance of department employees.
Manage the financial administration of E & G, carry‑forward, foundation, auxiliary, faculty research accounts and external and internal grants; monitor budget, prepare budget reports and projections.
Assist the Department Chair with preparation of annual budget requests.
Embedded Services
Serve as primary point of contact, facilitating communication between the academic department and HR/Financial Embedded Services.
Coordinate all travel arrangements for the Seminar Series, ensuring adherence to USF policies and procedures.
Process contracts, invoices, and other transactions for payments.
Maintain up‑to‑date and accurate profiles, post FWS/OPS positions, and submit student, adjunct, faculty, and staff requests to HR Embedded Services for processing.
Building Manager
Manage department space utilization, planning and asset management.
Oversee needs of all spaces across six buildings.
Grant and remove key and card access to all allowable spaces.
Asset management includes equipment decommission, lab moves, set‑up and clean‑up, and overseeing delivery crews for multi‑building transfers.
Qualifications
Minimum Qualifications
High School diploma or equivalent.
At least four years of customer service experience, including at least one year of supervisory experience.
Potentially subject to a Level 1 or Level 2 criminal background check.
FLSB1310 Equivalency
4 years of directly relevant experience may be substituted for a bachelor’s degree.
6 years of directly relevant experience may be substituted for a master’s degree.
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. Contact the USF ADA Lead (hr‑ADA‑Request@usf.edu) to coordinate your accommodation request.
About Us
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.
The University of South Florida is a top‑ranked research university serving approximately 50,000 students 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. The school 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 a top‑20 public university for producing U.S. patents, USF uses innovation to transform lives and shape a better future, generating an annual economic impact of more than $6 billion. The university’s Division I athletics teams compete in the American Athletic Conference. Learn more at www.usf.edu.
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 have rights under federal employment laws, including the Family and Medical Leave Act (FMLA). This job description does not constitute an employment contract.
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