Office Manager II

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.

The responsibilities for this position include:

25% - Coordinates purchasing acts as authorized signatory officer and serves a P-card reconciler for the USF Research Finance Team. Approves requisitions. Contacts vendors regarding purchases. Receives invoices in FAST. Records purchases on spreadsheet per department. Serves as the liaison with Purchasing and Accounts Payable. Facilitates purchasing on Research Foundation accounts.

25% - Administers University-wide faculty Research Advance Requests. Develops policies procedures and related forms for the administration of the research advance program. Implements CCHIP#17 Research Study Subjects and determines faculty eligibility to use these funds and informs faculty of regulations restrictions policies and procedures regarding the use of Sponsored Research research advance fund. Keeps up-to-date reconciliation data on the fund assures timely repayments.

10% - Supervises staff responsible for purchasing and front desk support for USF Research. Provides training oversight and performance management to ensure activities are completed accurately and in compliance with university policies and regulatory requirements. Coordinates workflow and establishes procedures to ensure timely processing of operational transactions supporting research services.

10% - Reconciles monthly department ledgers for FAST accounts as well as Research Foundation and USF Foundation accounts to original source documents. Maintains spreadsheets for reporting to division directors on current budgetary status and budgetary status and projections of their operating accounts. Monitors encumbrances vendor payments and balances for applicability and accuracy. Evaluates account balances and determines need for expenditure transfers.

10% - Collects office supply orders reviews requested items for appropriateness and amends as necessary recommends items for purchase submits orders. Documents when orders are received. Prepares yearly contracts for custodians.

5% - Acts as office liaison with Property department. Verifies 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. Prepares forms and maintains the off-campus permit file.

5% - Serves as IRDF representative. Oversee maintenance over departmental automobiles and golf carts; administer automobile usage logs for audit purposes. Prepares signature authorization forms.

5% - Coordinates or assists with office renovations and moves. Submits building work orders. Responsible for parking permits requesting building access cards and work orders.

5% - Performs other duties as assigned.

Minimum Qualifications

This position requires a Bachelors 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 ( 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 bachelors degree;
(c) Six years of direct experience for a masters 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.

Additional Information for Applicants

This position requires a level I background check.

Hiring salary range: $48000 - $60000