Job Location:
USF Hilltop Campus

Job Title:

Office & Budget Manager

Job Summary:

Job Location: Main Campus – Hilltop

The Office and Budget Manager (OBM) serves as a critical contributor to the successful running of the Provost’s Office. They provide budgeting duties, administrative support for faculty personnel matters, help to coordinate several important annual events, manage various aspects of the day to day running of the Provost’s Office, provide administrative support to the Vice Provost of Global Education, Immersions and Strategic Initiatives and to other Provost’s team members as required. The OBM reports to the Senior Assistant to the Provost and Vice President of Academic Affairs.

The OBM is responsible for representing the Provost’s office in a respectful, culturally competent and professional manner to a variety of internal and external constituents, including faculty, librarians, staff, students, alumni, deans, community members and strategic partners. The staff member will manage processes involving confidential files, contracts, and records. The position requires a high aptitude for multitasking and prioritizing numerous assignments and responsibilities simultaneously.

Full Job Description:

Support to the Senior Assistant (0.75)

The OBM supports the Senior Assistant and serves as the secondary point of contact for the Office of the Provost. The OBM has a thorough understanding of the Provost’s priorities, expectations, ethos and standards of excellence.

Under the oversight of the SA, the OBM supports faculty personnel processes such as drafting offer letters, tenure and promotion decision letters, and sabbatical request decision letters, coordinates events such as new faculty orientation and the annual tenure and promotion reception, and ensures the Office of the Provost runs smoothly by keeping office supplies replenished and by providing visitors with refreshments.

Under the oversight of the Associate Vice Provost of Enrollment Communications and Strategic Initiatives, they will keep the Office of the Provost’s website updated, including organizational charts and contact information, and support the dissemination of campus-wide communications.

In conducting these duties, the OBM practices a high level of diplomacy, discretion and confidentiality, pays attention to issues of power, privilege and cultural humility, and demonstrates emotional intelligence and care for all members of the USF community.

Duties include:

Budget Management

  • Oversees division budget, reviews and makes recommendations on cost-savings as requested; 

  • Provides fiscal and administrative support to users of the Concur system, prepare invoices, and reconcile expense reports.

  • Ensures compliance of University policies

Faculty Personnel

  • Provides administrative support for the hiring of new full time faculty for the five colleges; prepares official appointment letters

  • Supports coordination of the schedule and proceedings of the University Promotion and Tenure Committee and coordinates with deans’ offices to ensure tasks are completed in a timely manner. Assists in preparation of decision letters on behalf of the Provost.

  • Helps coordinate schools’ emeriti faculty recommendations to the Provost and President; prepares notification letters.

  • Drafts decision letters of Preferred Hiring Pool (PHP), and supports coordination of announcement with OMC.

  • Drafts committee appointment letters on behalf of the Provost.

Event Coordination

  • Under supervision of the SA, plans the celebratory event for newly promoted and tenured faculty; notifies USF News of newly promoted tenured faculty and coordinates other notifications and updates as needed. 

  • With oversight from the SA, Coordinates the Provost’s Team’s participation in the annual New Full-Time and Part-time Faculty Orientation and other events hosted by the Center for Research, Artistic, and Scholarly Excellence (CRASE) and the Center for Teaching Excellence (CTE), as appropriate.

  • Under supervision of the SA, Supports the planning of staff events and the bi-annual Retired Faculty luncheons.

Office Management

  • Oversees office procedures, filing systems, space planning and off-site storage. 

  • Manages and updates the Provost area web pages.

  • Manages the Provost’s direct voicemail and with oversight from the SA the Provost office email.

  • Manages incoming and outgoing mail and shipments.

  • Posts notifications and announcements to USFconnect.

  • Updates printed and electronic telephone directory for academic division.

  • Purchase of office supplies on Hilltop Shop.

Administrative Support

  • Supports coordination of nomination and selection of Provost Faculty & Staff Awards for the university’s annual Service & Merit Awards; assists in notification of awardees and award presentation with Human Resources.

  • Provides administrative services as a secondary point of contact for a highly dynamic and fast paced office

  • Provides scheduling support for the Vice Provost of Global Education, Immersions and Strategic Initiatives, and other Provost team members as needed.

  • Under the oversight of the SA, arranges travel and accommodations and virtual conference attendance; provides travel briefings for the Provost and Provost’s team as required, ensuring schedules and travel arrangements maximize the efficient use of the Provost’s time.

  • Performs a range of administrative and technical support duties

  • Provides timely responses to inquiries from students, campus and community stakeholders in a professional, discrete manner.

  • Under supervision from the SA, prepares agendas, sends notices, and provides administrative support for committee meetings and working groups as assigned.

  • Ensures persons meeting in the Office of the Provost are afforded hospitality and the schedule is kept punctual.

  • Under supervision of the SA, submits expense reports and processes fund transfers on behalf of the Provost 

  • Bullet on supporting SA with materials for the BOT

  • Utilizes Tableau dashboard to access data as needed for BOT reports and presentations

  • Experience of managing virtual meetings and hosting convenings on Zoom

  • Creates and develops new office work procedures to increase efficiency

  • Helps to plan and coordinate events hosted by the Provost’s Office

Assistant to the Vice Provost of Global Education, Immersions and Strategic Initiatives (0.25)

  • Support the Vice Provost of Global Education, Immersions and Strategic Initiatives across a broad variety of administrative tasks including: managing a complex calendar of appointments; completing expense reports; composing and preparing correspondence, including confidential memos;

  • Organizes meeting materials for several large committees, workgroups, and division meetings by creating agendas, recording minutes, and updating committee websites;

  • Submits expense reports and processes fund transfers on behalf of the Vice Provost of Global Education, Immersions and Strategic Initiatives.

  • Performs administrative tasks related to visits from international delegations, academic leadership team international travel and relationship building with global strategic partners

  • Perform special projects and other duties as assigned by the Vice Provost.

  • Support other vice provosts as required

Other duties and responsibilities:

  • Performs other duties as assigned.

Skills, qualities and competencies:

  • Bachelor’s degree required, Master’s degree preferred. Excellent written and verbal communication, and research skills required. 

  • Minimum of five years administrative experience in a professional office setting, experience in a higher educational setting is preferred. 

  • Experience managing an executive’s calendar. Experience supporting a “C” level executive preferred. 

  • Excellent organizational and planning skills and the ability to prioritize among complex and competing expectations. 

  • Project management skills, ability to plan, think through, carry out and assess multi-part projects. 

  • Ability to exercise a high level of diplomacy, discretion, emotional intelligence and confidentiality. 

  • Thrives in a fast-paced, intense working environment, is adaptable and able to pivot.

  • Highly effective at time and task management, prioritization. 

  • Understanding and commitment to USF’s mission, vision, and values. 

  • Strong equity lens, cultural humility and proven ability to work well in a diverse context

  • Experience of international travel coordination, partnerships and high level of intercultural competence; fluency in language(s) other than English preferred

  • Creative problem-solver who is confident, proactive, and exercises initiative and independent judgment. 

  • Advanced competence in using Google Suite, Microsoft Word, Excel, PowerPoint, task management and task sharing tools (Todoist, Slack etc). Banner and WorkDay experience and web design/management experience preferred. 

  • Experience with website editing

  • Experience of managing virtual meetings and hosting convenings on Zoom.

  • Exhibits a growth mindset and continually enhances their skillset through ongoing professional development. 

  • Strong listening and interpersonal skills; ability to plan, implement and assess stand-alone projects; ability to work with minimum supervision.

  • Some work hours may be required outside of typical business hours.


Full time

Pay Rate: