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Job ID
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24447
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Dept Number/Name: 0-0603-000 / University Advancement
College Division: Univ Advnc-Univ Advancement
Salary Plan: Staff
Job Code/Title: 0716 / Office Manager
Hiring Salary/Salary Range: $43,500 – $45,500
Position Number: 00019238
POSITION SUMMARY:
This position coordinates and oversees the operational aspects of Advancement Operations including but not limited to budget administration, purchasing, OPS and student employment and payroll, records, and other fiscal administration. The position also provides high level administrative and specialized program support to the Director of Prospect Research and the Assistant VP for Advancement Operations.
RESPONSIBILITIES:
Responsible for preparation, submission, summary and communication of budget information for the three departments within Advancement Operations under directions from AVP. Maintains internal accounting records, and other duties related to fiscal administration including but not limited to preparation of credit card monthly reconciliation/ payment requests and check requests.
Fulfills purchasing requirements for three departments within Advancement Operations, researching items and obtaining price quotes when applicable, receiving purchase orders, maintaining credit card information, and reconciling purchases to budget. Maintains supply inventory for the three departments within Advancement Operations.
Establishes and maintains systems for administration for the three departments within Advancement Operations, including electronic files, records, and databases. Provides for support of instruction and student administration. Maintain contact with student workers regarding hours/schedules and processing of timesheets. Liaison between student workers and AVP. Compose and/or prepare correspondence, memoranda, forms, manuals, spreadsheets and reports using appropriate word processing and spreadsheet tools. Perform basic statistical calculations and analysis on data for strategic prospect reports.
Supports employment administration and human resources processes, serving as a point of contact with the central HR department. Administers appointment paperwork requirements for staff and student employees. Track student worker paperwork requirements and process as/when required. Responsible for training for Advancement DOs, administrative staff and peripheral staff working with DO Dashboard, Banner and Crystal; which includes contacting new staff, setting up training sessions, creating training manuals for the various programs, tracking training of individuals. Manages employee and student worker timesheets, reviews for accuracy. Serves as the local point of contact on timesheet issues and ensure timesheets are submitted in a timely manner.
Prepares special spreadsheet reports and presentations as needed within USF and/or to external audiences including monthly and quarterly reports pulling data from Crystal reports to create spreadsheets and timelines which are then sent to VP of Development and VP and COO along with analysis of report findings. Create weekly report for VP and COO pulling data from several Crystal reports to create spreadsheet. Create monthly stat report for AVP and Associate Director of Research & Prospect Management of Advancement Operations from monthly stat reports that are completed by Research and Prospect Management staff, compiling information into monthly and fiscal year reports in Excel.
Performs other office administration duties as required to support the mission and function of the area of responsibility, including but not limited to reviewing VIP receipts and creating/maintaining tracking device before delivering to Donor Relations; RSVP tracking for USF Events which includes forwarding ticketing information and receipts to attendees; FCU processing for Alumni Association; pledge renewal processing, faculty/staff payroll processing, receipting and delivering/recording deposits between Central Records and BFS; outgoing/incoming mail processing, updates to Banner records, updating Strategic Plans to appropriate locations for DOs/Research & Prospect Management, maintain vendor list and process subscription payments for periodicals, search tools and memberships, oversee the coordination, preparation and removal of monthly deposit and pledge records for scanning, and process conversion process on electronic records, review and save daily TouchNet credit card batch files for the Central Records team to process in the Credit Card interface. Arranges and coordinates travel for department staff and incoming guests and speakers. Arrange and coordinate meetings for USF and non-USF personnel including meal planning where appropriate.
POSITION QUALIFICATIONS:
MINIMUM:
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.
PREFERRED:
Bachelor’s or Associate’s degree. Prefer experience working with BANNER.
This position is subject to a Level 1 criminal background check.
Posting Date: 2/07/2020
Posting End Date: 2/21/2020
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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Equal Employment Opportunity
USF is an equal opportunity, equal access academic institution that embraces diversity in the workplace.
Work Location
Campus map and location overview: USF – Tampa Campus
About USF
The University of South Florida System is a high-impact, global research system dedicated to student success. The USF System includes three institutions: USF; USF St. Petersburg; and USF Sarasota-Manatee. The institutions are separately accredited by the Commission on Colleges of the Southern Association of Colleges and Schools. All institutions have distinct missions and their own detailed strategic plans. Serving over 48,000 students, the USF System has an annual budget of $1.6 billion and an annual economic impact of $4.4 billion. USF is a member of the American Athletic Conference.
Working at USF
With more than 16,000 employees in the USF System, 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.
To learn more about working at USF please visit: Work Here. Learn Here. Grow Here .
