Office Manager II

Job Description

The Office Manager II serves as a central business and administrative resource for the Office of the Vice President for Research/ Research Operations, providing fiscal, purchasing, budgetary, facilities, and operational support to USF Research. This position coordinates financial and business transactions, performs account reconciliation and budget monitoring activities, manages building operations, and administers the university‑wide Sponsored Research Advance Request Program. Through these responsibilities, the position helps ensure the efficient operation and financial stewardship of the research enterprise.

• 25% - Coordinate purchasing, act as authorized signatory officer, and serve as P‑card reconciler for the USF Research Finance Team. Approve requisitions. Contact vendors regarding purchases. Receive invoices in FAST. Record purchases on spreadsheet per department. Serve as liaison with Purchasing and Accounts Payable. Facilitate purchasing on Research Foundation accounts.
• 25% - Administer University‑wide faculty Research Advance Requests. Develop policies, procedures and related forms for the administration of the research advance program. Implement CCHIP#17 Research Study Subjects and determine faculty eligibility to use these funds and inform faculty of regulations, restrictions, policies and procedures regarding the use of Sponsored Research research advance fund. Keep up‑to‑date reconciliation data on the fund and assure timely repayments.
• 10% - Supervise staff responsible for purchasing, and front desk support for USF Research. Provide training, oversight, and performance management to ensure activities are completed accurately and in compliance with university policies and regulatory requirements. Coordinate workflow and establish procedures to ensure timely processing of operational transactions supporting research services.
• 10% - Reconcile monthly department ledgers for FAST accounts, as well as Research Foundation and USF Foundation accounts, to original source documents. Maintain spreadsheets for reporting to division directors on current budgetary status and projections of their operating accounts. Monitor encumbrances, vendor payments, and balances for applicability and accuracy. Evaluate account balances and determine need for expenditure transfers.
• 10% - Collect office supply orders, review requested items for appropriateness and amend as necessary, recommend items for purchase, submit orders. Document when orders are received. Prepare yearly contracts for custodians.
• 5% - Act as office liaison with Property department. Verify the annual inventory lists. Investigate missing item lists. Prepare forms to transfer assets, relief of property forms, change of accountable officer and change of location forms. Prepare forms and maintain the off‑campus permit file.
• 5% - Serve as IRDF representative. Oversee maintenance of departmental automobiles and golf carts; administer automobile usage logs for audit purposes. Prepare signature authorization forms.
• 5% - Coordinate or assist with office renovations and moves. Submit building work orders. Be responsible for parking permits, requesting building access cards and work orders.
• 5% - Perform other duties as assigned.

This position requires a Bachelor's degree in Business Administration, Public Administration, Higher Education, or a related field. Three years of office or administrative experience, preferably in an academic or comparable setting.

• Senate Bill 1310 - The Florida Senate: conditional upon meeting all employment eligibility requirements in the U.S.
• SB 1310:
  Substitution of Work Experience for Postsecondary Education Requirements
• A public employer may include a postsecondary degree as a baseline requirement only as an alternative to the number of years of direct experience required, not to exceed:
• (a) Two years of direct experience for an associate degree;
• (b) Four years of direct experience for a bachelor’s degree;
• (c) Six years of direct experience for a master’s degree;
• (d) Seven years of direct experience for a professional degree; or
• (e) Nine years of direct experience for a doctoral…