Fiscal & Business Assistant

Job Description

The Fiscal & Business Assistant provides essential clerical, purchasing, and fiscal support to ensure the smooth administrative and financial operations of USF World Business Office. This position plays a key role in maintaining accurate financial records, assisting with purchasing functions, and supporting departmental accounting processes. The specialist will be responsible for timely and accurate reconciliation of monthly/daily financial activities, management of procurement documentation, and coordination with vendors and internal stakeholders.

The role requires a strong understanding of-or the ability to learn-University, State, and Federal policies related to purchasing, expenditures, and financial compliance. The position collaborates with faculty, staff, vendors, and central administrative units to support efficient fiscal workflows and ensure proper stewardship of departmental funds.

Responsibilities

Fiscal Management & Reconciliation

• Maintains accurate and complete fiscal records for the department through detailed daily banner reconciliations.
• Reviews students' financial transactions for accuracy, completeness, and compliance with applicable policies and guidelines.
• Contributes to process improvement efforts by identifying opportunities to streamline fiscal procedures or enhance record keeping practices.

Purchasing & Procurement Support

• Initiates purchase requisitions and prepare purchase orders (POs) for departmental needs, ensuring compliance with procurement rules and documentation standards.
• Verifies and processes invoices, monitors the status of outstanding POs, and ensures timely payment of all vendor invoices.
• Reviews, reconciles, and maintains purchasing card (PCard) transactions, ensuring proper documentation and adherence to audit requirements.
• Serves as a point of contact for vendors and departmental personnel regarding the status of orders, deliveries, payments, or procurement-related questions.
• Remains current on University, State, and Federal purchasing policies; applies updated procedures to departmental purchasing activities.

Data Entry & Records Management

• Performs accurate data entry into USF Global Discovery Hub, ensuring data integrity and timely updates.
• Organizes, maintains, and archives international partnership agreements in accordance with University retention guidelines.
• Collects, updates, and organizes data on faculty overseas engagements for departmental reporting and institutional planning.
• Tracks and maintains information related to faculty involvement in global research collaborations, teaching opportunities, and international professional development.
• Supports documentation and reporting of student mobility activities, including study abroad, research exchanges, or international learning experiences.

Qualifications

Minimum Qualifications: This position requires a high school diploma or equivalent, with two or more years of experience in an office or administrative support position. College or other relevant post-secondary coursework may substitute for the experience requirement on a year for year basis.

Degree Equivalency Clause:
Four years of direct experience for a bachelor's degree.

• Senate Bill 1310
- The Florida Senate (https://(Use the "Apply for this Job" box below).) 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…