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Office Manager, College of Hospitality
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Job ID
30780
Location
Sarasota, FL
Full/Part Time
Full-Time
Regular/Temporary
Regular
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Position Details
Dept Number/Name: 4-3806-000 / School of Hospitality&Tourism
College Division: Acad Affairs-Coll of Business
Salary Plan: Staff
Job Code/Title: 0716 / Office Manager
Hiring Salary/Salary Range: $43,000 - $50,000
Position Number: 00049094
ORGANIZATIONAL SUMMARY: Muma College of Business
The Muma College of Business operates in an exciting, vibrant, innovation-friendly environment. Over the past few years, USF received almost 100 million from key donors to name the Muma College of Business, the Lynn Pippenger School of Accountancy, the Monica Wooden Center for Supply Chain Management and Sustainability, the Vinik Sport & Entertainment Management Program, Fintech Center, M3 Center for Hospitality Technology and Innovation and the Collier Student Success Center. In recent years, the Muma College of Business successfully launched the Center for Marketing and Sales Innovation and also one of the ' 'country's new breed of DBA programs targeting C-suite executives
The School of Hospitality and Tourism Management (SHTM) at USF provides an intellectual, collaborative, ethical, inclusive learning environment for students pursuing leadership positions in hospitality and tourism. SHTM graduates leaders for these industries to serve citizens of Florida, the U.S., and the world. The School offers hospitality degree in all three campuses of USF. The School has deep relationship with McKibbon Hospitality, a 100+ hotel management company, MainSail Lodging and Development, a 15+ upscale hotel chain, and Aramark, a global food service management company.
POSITION SUMMARY: This position is responsible for the operational aspects of academic, fiscal, purchasing, employment and payroll administration for the School of Hospitality & Tourism Management (SHTM), and associated School services (i.e. cafe. ) Primary responsibilities include department & faculty administrative support, budget preparation and fiscal review/reconciliation, purchasing and pcard reconciliation, and travel related duties. Additionally, this position supports SHTM employment administration and human resources processes, prepares payroll, and serves as a back up for the M3 center payroll. Responsibilities also include maintaining inventory/asset & off campus computer equipment permits for SHTM, handling student scholarships for school, overseeing record retention for SHTM, and assisting with special School projects as needed. This position works with all 3 USF campuses to assist SHTM faculty and communicates with the Muma College of Business accordingly.
RESPONSIBILITIES:
Fiscal and Purchasing responsibilities:  This position provides budget and fiscal oversight for 19 operational and foundation accounts within the School, preparing regular budget and spending reports for the Dean. Fulfills purchasing requirements for SHTM, including researching items and obtaining price quotes, using the university purchasing system, receiving purchase orders, maintaining procurement card information and reconciling all School purchases. Arranges and coordinates travel & reimbursements for department staff, faculty, and guests in accordance with University travel policies and guidelines. Monthly reconciliations on all accounts & cafe & events on any USF campus. Complete cafe invoices, etc.
Employment and Payroll Support: Prepares and approves online payroll certifications on a bi-weekly basis for SHTM.  Reviews, collects and enters time sheets for staff, students and GAs, visiting scholars/professors, etc. Supports employment administration and human resource processes serving as a point of contact with the Campus HR department, including letters of offer, coordination of new hire paperwork, faculty appointments support,  and non-recurring payments for all SHTM employees. Provide back up support for payroll and employment administration for the M3 center. Provides faculty search support as needed, including all coordination search activities with Search Chair, interacting with the School, Coordinates schedules for candidate interviews, and preparing travel and other reimbursements for search candidates and faculty. Other duties as needed to support the school.
Provides administrative support for SHTM. Coordinates advisory board, department meetings and conference logistics for the school, which may include preparing materials, communication, invitations, payments, sponsorships, RSVPs for events, scheduling space, booking/paying bulls market space, conference attendance fees, etc., ordering refreshments, and drafting agendas as needed.  Work with USF event planner & other USF departments on payments, etc. Communicate with other departments for smooth process.  Takes minutes for department and advisory board meetings. Block mtg room space for school upon request as needed.
Maintains off-campus permits for computer equipment for faculty, communicates with IT dept.  Files and performs routine clerical department duties.  Initiates telephone calls and written correspondence for faculty and department regarding problem solving, i.e. classroom, media center, IT, phone, computer, copy machine problems for all three campuses as needed.  Submit work orders for school as requested. Works in various USF systems: archibus, access, isynergy. 25 live, banner, GEMS, FAST, scholarship systems, finance and data mart., etc. Sorts and distributes faculty mail. Distributes both written and oral information as directed The School of Hospitality & Tourism Management. Maintain van key and manage who uses it.
Perform other duties as assigned
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:
Accounting background and knowledge, and experience managing all aspects of an office.
USF Sarasota
Information for Applicants
This position is subject to a Level 1 criminal background check.
Job Opening Number: 30780
Posting Date:  05/11/2022
Posting End Date: Open until filled
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.
Click here for additional tutorial information.
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.
Work Location
Campus map and location overview: USF - Sarasota 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.
To learn more about working at USF please visit: Work Here. Learn Here. Grow Here .
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