Office Manager (Finance)
Dept Number/Name: 3-1298-000 / Family Studies Center
College Division: College of Arts & Sciences, St. Petersburg Campus
Salary Plan: Staff
Job Code/Title: 0716 / Office Manager
Hiring Salary/Salary Range: $43,900 - $45,000
Position Number: 00030399
The Family Study Center located in the College of Arts & Sciences at USF St. Petersburg is searching for a full time, 1.00 FTE, Office Manager staff position. This is a non-remote, in-office position.
JOB SUMMARY:
An Office Manager is responsible for the operational aspects of grant-related, academic, fiscal, and purchasing administration for the USF Family Study Center. The Office Manager assumes leadership and responsibility for fulfilling all assigned functions detailed below.
NATURE OF WORK:
This position reports to the Family Study Center Director. The internationally recognized Family Study Center (FSC) is a community-facing Center engaged in cutting-edge research, training, and direct clinical service to families of infants and very young children who have experienced trauma and early adversity. The Center is community-connected, collaborating closely with a broad network of early childhood programs in Pinellas County to infuse infant-family mental health principles and practice into child and family serving agencies throughout the community. The FSC has cultivated strong collaborative partnerships with early childhood programs and entities in Pinellas County and the Tampa Bay area, and the Office Manager plays an important role as a liaison with partnering agencies at both start-up and renewal of new projects and initiatives. The Office Manager's administrative role is essential in helping to assure productive and functional community partnerships, and accountability and compliance on all grant-related personnel and budgetary matters, including timely reporting for both short and long term sponsored projects and Center initiatives. The Office Manager position receives limited supervision, communicates regularly with administrative staff in the College of Arts and Sciences (CAS), St. Petersburg campus, and in other relevant USF offices and systems throughout ONE USF to facilitate workflow, and is delegated considerable freedom to determine how best to meet the administrative requirements for the area. The Office Manager must determine how to fulfill the proper administration of grant-related, academic, fiscal, purchasing, and other support activities; available to meet ongoing and emergent priorities. This position operates under regular deadline pressure to meet operational and reporting requirements. To fulfill the job responsibilities, employees assigned to this class title must be able to do inquiries, queries, standard and modified reports from university systems such as FAST, Bull Marketplace, and OASIS, and must be able to produce documents using word processing, spreadsheet, and presentation software.
DUTIES:
The following list provides examples of the most typical duties for positions in this job class. The FSC Office Manager position works in collaboration with the administrative and fiscal team of CAS, St. Petersburg campus. This position may not include all of the examples listed, nor does the list include all of the work that may be assigned to positions in this job class.
- Responsible for preparation, submission, summary and communication of budget information for the assigned area. Prepares 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.
- Establishes and maintains systems for administration of records for the area, including electronic files, records, and databases.
- Supports FSC team members serving as a point of contact to liaise with CAS and HR as needed on administrative processes.
- Arranges and coordinates travel for department staff, faculty, and incoming guests and speakers.
- Assists with coordination of trainings and workshops offered by the Family Study Center.
- Composes and prepares written documents and correspondence for the office, including memos, letters, presentations, and spreadsheets.
- Prepares special spreadsheet reports and presentations as needed. May prepare brochures or web site content for communication within USF and/or to external audiences.
- Performs other office administration duties as required to support the mission and function of the area of responsibility.
Successful Candidates must pass a criminal background check level 1 screening.
MINIMUM REQUIREMENTS:
This position requires a high school diploma or equivalent, with at least six years of experience in an office or administrative support position. Appropriate college coursework or vocational/technical training may substitute at an equivalent rate for the required experience.
PREFERRED:
Preferred candidates will have a Bachelor's degree and experience working in a higher education setting. Familiarity with USF Systems such as, Bullmarketplace, an asset.
USF St. Petersburg
Job Opening Number: 38665
Posting Date: 1/31/2025
Posting End Date: 2/14/2025
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.
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To request an accommodation with the application or interview process, please contact Central Human Resources by telephone: 813-974-2970 or email HR-ADA-Request@usf.edu .
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 - St. Petersburg 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.
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