Office Manager

Office Manager

The Office Manager serves as the primary administrative support professional and Assistant to Director Dr. Robert Gallo, overseeing the day-to-day operational, academic, fiscal, human resources, purchasing, and payroll functions of the organizational unit. This position is responsible for ensuring efficient and effective administrative operations while supporting the Director's priorities and the overall mission of the department.

Reporting directly to the Director, the Office Manager operates with a high degree of independence and judgment, receiving limited supervision while managing a broad range of administrative responsibilities. The role coordinates operational activities, monitors budgets and expenditures, oversees purchasing and payroll processes, supports employment and personnel actions, and ensures compliance with university policies and procedures.

The Office Manager supervises assigned administrative and support staff, including regular and OPS employees, and allocates resources to meet both ongoing operational needs and emerging departmental priorities. The position functions in a fast-paced environment with frequent deadlines and reporting requirements, requiring strong organizational, problem-solving, and multitasking skills.

To successfully perform the responsibilities of the role, the Office Manager utilizes university systems such as OASIS, FAST, and GEMS to conduct inquiries, generate queries, and produce standard and customized reports. The position also requires proficiency with word processing, spreadsheet, and presentation software to create correspondence, reports, financial documents, and administrative materials that support department operations and leadership decision-making.

The University of South Florida is a top-ranked research university serving approximately 50,000 students from across the globe at campuses in Tampa, St. Petersburg and USF Health. In 2026, U.S. News & World Report recognized USF as a top 50 public university for the eighth consecutive year. U.S. News also ranks the USF Health Morsani College of Medicine in the highest tier, placing it as one of the top 16 medical schools in the nation.

USF 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 $775 million in research funding in 2026 and as a top 20 public university for producing U.S. patents, USF uses innovation to transform lives and shape a better future. The university generates an annual economic impact of nearly $10 billion for the state of Florida.

USF's Division I athletics teams compete in the American Conference. Learn more .edu.

• Provides general support to visitors (physically or virtually). Serves as the point of contact for internal and external clients. Manages calendars of assigned senior executive(s). Liaises with executive and senior administrative assistants to handle requests and queries from senior managers. Answers phone calls and directs callers to appropriate personnel, schedules appointments, signs for incoming packages, and assists clients and other visitors.

• Plans meetings and takes detailed minutes for recording and memorializing. Coordinates logistics for meetings, including room setup and catering. Writes and distributes email, correspondence memos, letters, faxes, forms, presentations, and spreadsheets. Maintains contact lists for information dissemination. Assists in the preparation of regularly scheduled reports.

• Arranges executive travel following university established policies; submits and reconciles associated expense reports. Works closely with other administrative staff and supports other colleagues as needed.

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