Office Manager

3 weeks ago

Tampa, United States University of South Florida Full time

**Dept Number/Name**: 0-1237-000 / Humanities & Cultural Studies

**College Division**:Acad Affairs-Coll of ArtsandSci

**Salary Plan**: Staff

**Job Code/Title**:0716 / Office Manager

**Hiring Salary/Salary Range**:$45,000

**Position Number**: 00004665

**ORGANIZATIONAL SUMMARY**:
The Department of Humanities and Cultural Studies is home to adventurous scholars and students who investigate how images, sounds, texts, and performances actively shape social relationships throughout history and across the globe. Interdisciplinary in scope, the department offers BA and MA degrees in three concentrations: American Studies, Film & New Media Studies, and Humanities.

***:
The Office Manager oversees the administrative and academic services within the department providing support to the Chair, faculty, 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 Federal Work-Study (FWS) students in the departmental environment.

**RESPONSIBILITIES**:
Department Operations:

- Oversee daily operations of the department, ensuring office coverage from 8:00am - 5pm Monday through Friday.
- Serve as primary contact for faculty and students on matters related to administration and operation.
- Manage department space utilization/planning and asset management.
- 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 FWS students; work allocation, training, problem resolution, and enforcement of internal procedures.
- 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
- Prepare and approve online payroll certifications, reviews and reconciles payroll registers, and updates pay distribution.
- Maintain office supply inventory and key requests.

Embedded Service:

- Serves as the main point of contact facilitating communication between the academic department and the embedded service for Human Resource and CAS Business & Finance Support Service (BFSS)

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.
- Facilitate/manage assigned faculty duties and faculty activity reporting AFD-FAR system.
- Assist with faculty awards, annual evaluations, faculty assignments and workload procedures.
- Provide support for annual awards reception, lecture series, guest speakers, meetings.

Academic Administration:

- Support development and maintenance of academic programs as needed.
- Develop the semester course schedule for graduate, undergraduate, and distance learning courses.
- Maintain adjunct instructor and graduate assistant roster, schedule graduate assistants and other personnel required to meet instructional requirements.
- Primary contact for entering course / instructor data into BANNER/OASIS and issuing permits to students for course registration.
- Work in collaboration with Department Chair and Scholarship Coordinator to secure undergraduate and graduate student awards.

Main Office Support:

- Maintain department's academic program and personnel files.
- Provide direct support to the Department Chair, including correspondence management, meeting and appointment scheduling, data gathering and analysis, report preparation, etc.
- Arrange and coordinate travel for department faculty and incoming guests and speakers.
- Process honoraria and parking accommodations for incoming guests and speakers.
- Work with Recreation Department to secure event space for annual faculty and student events.

Performs other duties as assigned.

**POSITION QUALIFICATIONS**:
**MINIMUM**:
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.

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