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 at www.usf.edu.

RESPONSIBILITIES

• 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.
• Updates and maintains office policies and procedures. Develops and maintains any digital or physical office filing system. Maintains inventory and orders office supplies from approved vendors as appropriate.
• Responsible for preparation, submission, summary and communication of budget information for the assigned area. Prepares and approves budget transfers and non-payroll 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 academic records for the area, including electronic files, records, and databases. Provides for support of instruction and student administration.
• Supports employment administration and human resources processes, serving as a point of contact with the central HR department. Administers appointment paperwork requirements for faculty, staff, and student employees. Fulfills administrative requirements for faculty and other searches within area of responsibility.
• Manages and audits annual and sick leave records, and employee timesheets. Administers leave payouts.
• Prepares and approves online payroll certifications. Reviews and reconciles payroll registers, and updates pay distribution. Serves as the local point of contact on payroll issues.
• Arranges and coordinates travel for department staff, faculty, and incoming guests and speakers.
• 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.
• Performs other duties as assigned.

QUALIFICATIONS

• 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.
• Senate Bill 1310- The Florida Senate is 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 degree.
• Related work experience may not substitute for any required licensure, certification, or registration required for the position of employment as established by the public employer and indicated in the advertised description of the position of employment.
• Minimum Qualifications that require a high school diploma are exempt from SB 1310.

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 2025, U.S. News & World Report recognized USF with its highest overall ranking in university history, as a top 50 public university for the seventh consecutive year and as one of the top 15 best values among all public universities in the nation. 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 and inside the top 10 among public universities. 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 $750 million in research funding in 2025 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 at www.usf.edu.

Working at USF

With approximately 16,000 employees, the University of South Florida is one of the largest employers in the Tampa Bay area. We are dedicated to cultivating a talented, engaged and driven workforce that strives to be bold. Employees excel in USF‘s rich academic environment, which fosters their development and advancement. In 2025, Forbes recognized USF as one of Florida’s best large employers, ranked No. 1 among the state’s 12 public universities. Our first-class benefits package includes medical, dental and life insurance plans, retirement plan options, employee and dependent tuition programs, generous leave, and hundreds of employee perks and discounts.

About USF

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, Sarasota-Manatee and USF Health. USF is recognized by U.S. News & World Report as a top 50 public university and the best value in Florida. U.S. News also ranks the USF Health Morsani College of Medicine as the No. 1 medical school in Florida and in the highest tier nationwide. 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 $738 million in research funding in 2024 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 more than $6 billion. USF’s Division I athletics teams compete in the American Athletic Conference. Learn more at www.usf.edu.

Compliance and Federal Notices

This position may be subject to a Level 1 or Level 2 criminal background check.

Applicants have rights under Federal Employment Laws:

The University of South Florida is an equal opportunity employer that does not discriminate against any employee or applicant for employment based on any characteristic protected by law. The University maintains programs for protected veterans and individuals with disabilities in accordance with all applicable federal and state laws.

Family and Medical Leave Act (FMLA)

Applicants for USF employment are entitled to request reasonable accommodation(s) in the application process. A request is to be made at least five (5) working days prior to the time the accommodation(s) is needed. Visit the Central Human Resources ADA Accommodations webpage for more information on requesting an accommodation during the application/interview process.

Equal Employment Opportunity

The University of South Florida is an equal opportunity employer that does not discriminate against any employee or applicant for employment based on any characteristic protected by law. The University maintains affirmative action programs for protected veterans and individuals with disabilities in accordance with all applicable federal and state laws. This job description does not constitute an employment contract.