Department Operations Manager

Dept Number/Name: 0-1223-000 / English

College Division: Acad Affairs-Coll of ArtsandSci

Salary Plan: Administrative

Job Code/Title: 4380 / Operations Manager

Hiring Salary/Salary Range: $52,000 - $55,000

Position Number: 00003004

Work Schedule: On campus with option for hybrid work schedule upon completion of satisfactory training

ORGANIZATIONAL SUMMARY:
The Department of English is one of the largest academic departments in the University. We offer three undergraduate degree programs, two Master's programs, an MFA program, and two PhD programs. Our First Year Composition program serves over 5,500 students per year. We run over 400 sections of courses each semester, employing 166 teaching staff (regular faculty, visiting faculty, adjuncts, and TA's). We generate more SCH than almost any other academic unit in the university. Our faculty members are active scholars and researchers; hold editorships of journals; sit on numerous department, college, university, and professional association committees and councils; and are committed teachers. The department sponsors an annual award ceremonies and brings in speakers at least monthly. The department, as a whole, is striving to achieve excellence and assist the university in meeting its goals.
POSITION SUMMARY:
The Department Operations Manager oversees the administrative and academic services within the English 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.

RESPONSIBILITIES:
Academic Administration:

• Support development and maintenance of academic programs as needed.
• Serve as backup for inputting course information into BANNER/OASIS.
• Responsible for the awarding of Foundation Scholarships, including the application process, working with the department's review committee, processing payment requests and confirming distribution of funds.
• Will attend any Foundation trainings that may be provided to assist in scholarship administration, including training provided by the Scholarship Administrator for CAS

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.
• 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.
• Oversee and coordinate with department staff in scheduling general faculty and committee meetings; preparing materials and taking minutes as needed.
• Organizes electronic files and records such as faculty transcripts, administrative appointment letters, and workloads.

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.
• Manage department space utilization/planning and asset management.
• Problem solves 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.
• Coordinates events, trainings, and workshops for the department
• Monitors office supplies and orders items as needed.

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)
• 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. Updates pay distributions and certifies bi-weekly payroll. Serve as backup monitoring USF Writes Account.

Performs other duties as assigned.
POSITION QUALIFICATIONS:
MINIMUM:
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.
PREFERRED:
Previous managerial experience
Previous Higher Education experience

Information for Applicants 

This position is subject to a Level 1 criminal background check.

Job Opening Number: 36169

Posting Date:  02/01/2024

Posting End Date: 02/15/2024

How To Apply 

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Apply online by completing the required information and attaching your cover letter and resume. Please include your experience as it relates to the qualifications stated above.  YOUR COVER LETTER AND RESUME, PLUS ANY OTHER REQUESTED MATERIAL, MUST BE IN ONE ATTACHMENT. Only online applications are accepted for this position.

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Equal Employment Opportunity 

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Federal Rights

Applicants have rights under Federal Employment Laws: Family and Medical Leave Act (FMLA) , Equal Employment Opportunity (EEO) and Employee Polygraph Protection Act (EPPA) .

Work Location 

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About USF 

The University of South Florida is a high-impact global research university dedicated to student success. Over the past 10 years, no other public university in the country has risen faster in U.S. News and World Report's national university rankings than USF. Serving more than 50,000 students on campuses in Tampa, St. Petersburg and Sarasota-Manatee, USF is designated as a Preeminent State Research University by the Florida Board of Governors, placing it in the most elite category among the state's 12 public universities. USF is a member of the American Athletic Conference.

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