University of South Florida
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. The position also includes the supervision of office staff and Federal Work‑Study (FWS) students in the school or departmental environment.
Responsibilities Payroll
Serves as 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 onboarding 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 and help faculty troubleshoot and solve any issues that may arise.
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 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; allocate work, train, resolve problems, and enforce internal procedures.
Provide cross‑departmental training to staff to support day‑to‑day operations of the department.
Evaluate performance of department employees.
Manage the financial administration of E & G, carried forward, foundation, auxiliary, faculty research accounts and external and internal grants; monitor budget and prepare budget reports and projections.
Assist the Department Chair with preparation of annual budget requests.
Embedded Services
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 the needs of all six chemistry buildings.
Control key and card access to all allowable spaces.
Asset management includes decommissioning equipment, lab moves, set‑up and clean‑up, and overseeing delivery crews for multi‑building transfers.
Qualifications Minimum qualifications: High School diploma or equivalent with four years of customer service‑related experience, including at least one year of supervisory experience.
Optional equivalents: Four years of directly relevant experience may be substituted for a bachelor's degree; six years of directly relevant experience may be substituted for a master's degree.
Legal and Employment Information This position may be subject to a Level 1 or Level 2 criminal background check.
Applicants for USF employment are entitled to request reasonable accommodation(s) in the application process. A request should 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.
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 affirmative action programs for protected veterans and individuals with disabilities in accordance with all applicable federal and state laws.
Applicants have rights under Federal Employment Laws. This job description does not constitute an employment contract.
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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. The position also includes the supervision of office staff and Federal Work‑Study (FWS) students in the school or departmental environment.
Responsibilities Payroll
Serves as 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 onboarding 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 and help faculty troubleshoot and solve any issues that may arise.
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 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; allocate work, train, resolve problems, and enforce internal procedures.
Provide cross‑departmental training to staff to support day‑to‑day operations of the department.
Evaluate performance of department employees.
Manage the financial administration of E & G, carried forward, foundation, auxiliary, faculty research accounts and external and internal grants; monitor budget and prepare budget reports and projections.
Assist the Department Chair with preparation of annual budget requests.
Embedded Services
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 the needs of all six chemistry buildings.
Control key and card access to all allowable spaces.
Asset management includes decommissioning equipment, lab moves, set‑up and clean‑up, and overseeing delivery crews for multi‑building transfers.
Qualifications Minimum qualifications: High School diploma or equivalent with four years of customer service‑related experience, including at least one year of supervisory experience.
Optional equivalents: Four years of directly relevant experience may be substituted for a bachelor's degree; six years of directly relevant experience may be substituted for a master's degree.
Legal and Employment Information This position may be subject to a Level 1 or Level 2 criminal background check.
Applicants for USF employment are entitled to request reasonable accommodation(s) in the application process. A request should 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.
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 affirmative action programs for protected veterans and individuals with disabilities in accordance with all applicable federal and state laws.
Applicants have rights under Federal Employment Laws. This job description does not constitute an employment contract.
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