Department Operations Manager III

Organizational Summary

The College of Arts and Sciences at the University of South Florida is a diverse, research‑active community of scholars, teachers, creators, and learners who believe that ideas should live both in the classroom and in the world. We bring together the sciences, social sciences, and humanities to tackle real problems through learning that involves doing, including fieldwork on Florida’s coast, work in laboratories, data‑focused projects, and storytelling across digital and traditional media.

Our faculty are nationally recognized researchers and dedicated mentors who open doors to significant opportunities such as undergraduate research, internships, fellowships, and global experiences. We are especially proud of our vibrant humanities and social sciences, where students connect big questions to real careers through funded experiential learning and projects that engage the community. Rooted in Tampa Bay and connected to global conversations, we see our campus as a living laboratory for studying the environment, society, culture, and technology, and we invite colleagues who share this spirit of curiosity, collaboration, and innovation focused on students to join us.

The Level 3 Department Operations Manager oversees the administrative, academic, financial, and HR operations of a department with multiple undergraduate and graduate programs. The role manages office operations, supervises staff and student workers, coordinates course scheduling, and administers budgets and HR processes in close collaboration with embedded service units. The manager serves as a key advisor to the Chair on policy implementation and operational planning.

This position is critical to the effective functioning of the department by ensuring that administrative, financial, and operational processes run smoothly so that faculty, researchers, and students can focus on teaching and learning. The incumbent interprets and implements university policies in daily practice; oversees hiring, payroll, budgeting, and scheduling; and proactively resolves operational issues to minimize disruptions. Serving as a primary point of contact for students, faculty, staff, and visitors, the position helps shape the department’s reputation through professional, responsive service.

By coordinating people, processes, and resources, this role supports the department’s strategic goals, mitigates operational risk, and translates the Chair’s vision into efficient, sustainable operations.

• Budget, HR, Payroll Purchasing Support and Coordination
  • Track and report on departmental funding sources; develop and maintain internal spreadsheets of expenditures and balances. This includes current fund balances, recurring, and non‑recurring funding.
  • Ensure auxiliary account fees and expenses are aligned with EBA’s, compliant, and appropriate. Implement any necessary changes as needed.
  • Initiate purchase requisitions, travel requests, and payment/reimbursement forms; reconcile P‑Card or support reconciliation for the department.
  • Prepare routine financial summaries for the Chair or higher‑level managers.
  • Coordinate hiring paperwork and onboarding for adjuncts, OPS staff, graduate assistants, and student employees, working with embedded HR.
  • Maintain roster of paid graduate students.
  • Collect time sheets, monitor leave records, and assist with online payroll certifications; route complex issues to HR/Payroll.
  • Supervise FWSP or OPS student workers and/or a front‑office staff member, including training and performance feedback.
• Academic Administration & Scheduling
  • Assist with development of semester course schedules for undergraduate and graduate programs; ensure accurate entry and updates in BANNER/OASIS.
  • Maintain adjunct and graduate assistant rosters; compile teaching assignments and communicate classroom logistics.
  • Support scholarship processes, student awards, and routine academic reporting.
• Office & Department Operations
  • Manage daily office operations, reception, and customer service for faculty, staff, students, and visitors.
  • Coordinate office supplies, equipment maintenance, and document retention.
  • Maintain departmental…