Office Manager

Dept Number/Name: 0-3873-000 / Upward Bound
College Division:  Student Success
Salary Plan: Staff
Job Code/Title: 0716 / Office Manager
Hiring Salary/Salary Range: $42,500 - $45,000

Position Number: 00000710

ORGANIZATIONAL SUMMARY:
The Student Success division at the University of South Florida, is comprised of 60 departments, providing students with academic support, engagement opportunities, health & wellness services and enhancement of the educational experience.  The office of Undergraduate Studies (UGS) works in partnership with the academic colleges of all three campuses in the development, review, and enhancement of undergraduate programs. The members of the UGS team also work with faculty to establish and administer academic policies, assist with undergraduate curriculum development and review, and support proposals for new and revised programs and courses through the various approval processes. In addition to assisting with the academic programs offered by the colleges, Undergraduate Studies also offers two academic programs.  Undergraduate Studies provides a strong set of student success-focused departments and initiatives designed to make it more likely that students will successfully navigate the complexities of the transition to college and the baccalaureate experience. These programs aim to provide coordinated opportunities for students to develop their identities and intellectual competencies for successful careers and lifelong learning.
POSITION SUMMARY:
Reports to the Upward Bound Project Director. The Office Manager will establish and maintain internal office procedures for efficient operations. Duties include developing and maintaining an efficient records management system. These include fiscal management; maintaining and reconciling department budget; assist in budgetary planning and projections; and provides Director with regular budget status reports.  The office manager prepares timesheets for program staff; obtains and verifies appropriate signatures of staff required for processing of documents; maintain files and accurate accounting of students' records; ensure that travel requests and reimbursements comply with university policy and procedures; keep abreast of rules and regulations governing university operational procedures.
RESPONSIBILITIES:
Responsible for preparation, submission, summary and communication of budget information for the assigned area. Prepares and approves budget transfers and nonpayroll expenditure transfers, reconciles remaining spending authority, prepares and maintains internal accounting records, and other duties related to fiscal administration.
Fulfills purchasing requirements for assigned area, researching items and obtaining price quotes, entering information into university systems, receiving purchase orders, maintaining P-Card information, and reconciling purchases.
Arranges and coordinates travel for department staff and incoming guests and speakers.
Composes and prepares written documents and correspondence for the office, including memos, letters, presentations, and spreadsheets.
Performs other office administration duties as required to support the mission and unction of the area of responsibility.
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.

FLSB1310 Equivalency:
4 years of directly relevant experience may be substituted for bachelor's degree.
6 years of directly relevant experience may be substituted for master's degree.

PREFERRED:
Associates Degree preferred. 2 years of office experience, managing budgets; and experience using operating systems.

Information for Applicants 

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

Job Opening Number: 37026

Posting Date: 05/20/2024

Old Posting End Date: 06/03/2024

New Posting End Date: 06/11/2024

How to Claim Veteran's Preference: 

This position allows eligible veterans and their spouses to claim Veterans’ Preference pursuant to Florida Statute 295.

Applicants claiming preference are responsible for providing required documentation AT THE TIME OF SUBMITTING APPLICATION; such documentation is required for eligibility determination. 

Supporting documentation, in addition to the DD214, may be required based on eligibility criteria.  If you are submitting a DD 214, please ensure the social security number and date of birth is redacted/removed.

For information on obtaining a DD 214 visit http://www.archives.gov/veterans/military-service-records/ or call 1-866-272-6272.

How To Apply 

Click on the Apply Now button.  When applying to an opening you will have the opportunity to upload a cover letter and resume.

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.

Click here for additional tutorial information.

To request an accommodation with the application or interview process, please contact Central Human Resources by telephone: 813-974-2970 or email [email protected] .

Equal Employment Opportunity 

USF is an equal opportunity, equal access academic institution that embraces diversity in the workplace.

The University of South Florida does not discriminate on the basis of sex and prohibits sexual harassment. Any person may report sex discrimination, including sexual harassment (whether or not the person reporting is the person alleged to be the victim of conduct that could constitute sex discrimination or sexual harassment), in person, by mail, by telephone, or by electronic mail, using the contact information listed for the Title IX Coordinator. Reports may be made at any time either online or directly to the University's Title IX Coordinator.

USF's Equal Opportunity Affirmative Action Statement .

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 

Campus map and location overview: USF - Tampa Campus

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.

Working at USF 

With more than 16,000 employees at USF, the University of South Florida is one of the largest employers in the Tampa Bay region.  At USF you will find opportunities to excel in a rich academic environment that fosters the development and advancement of our employees.  We believe in creating a talented, engaged and driven workforce through on-going development and career opportunities. We also offer a first class benefit package that includes medical, dental and life insurance plans, retirement plan options, tuition program and generous leave programs and more.

To learn more about working at USF please visit: Work Here. Learn Here. Grow Here .

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