Accounting Assistant

Job Overview

The Fund Management area of the USF Foundation Office of Business & Financial Services processes new funds and updates for all USF departments that hold Foundation funds within Donor and Foundation policies and guidelines. In addition, this area supports chair budgets, state match, and endowment processing.

This position is responsible for supporting the review and processing of all Foundation Fund Management requests, which includes the establishment, maintenance and closure of approximately 6,000 funds maintained in the Blackbaud (FE), Fund Management Workflow systems, and related systems (i.e., Reporting Xpress and Fundriver) to ensure all systems are in sync and that major changes flow smoothly. This position will also provide support where needed in the Chair Budget process, State match certification, fund history research and endowment management processing.

Support in coordination of new fund set up, review fund change requests, complete appropriate changes, gather necessary documentation, correspond and meet with financial officers (signers, development officer and financial administrator), and answer inquiries as necessary. Support in review of gift agreement and scholarship criteria worksheet to ensure consistency prior to fund establishment. Enter fund information into Workflow – coordinating with Central Records – and in FE.

Support with interdepartmental interaction on issues until they are resolved. Once complete send Notification of New Funds and Updates to Funds to all Financial Officers on fund. Coordinate Paper Save of fund data documents. Record fund changes on Fund Management tracking sheet. Review information for organization codes and update fund types as appropriate in Workflow and FE.

Run queries in FE to review and prepare import file to update signer information.

Renew, record and retain Code of Ethics. Review Code of Ethics document to ensure it is current. Forward the Code of Ethics form to all financial officers (Provosts, Vice Presidents, signers, development officers, financial administrators) on Foundation funds. Track all forms received. Follow up with financial officers when the form has not been received to ensure that there is no lapse in signature authority or fund access.

As needed, contact new financial officers to explain the Code of Ethics policy and get a signed form from them.

Historical research and answer inquiries on funds and authorized signers. Assist with specific fund projects assigned by Supervisor or Management. Assist with maintaining up-to-date documentation of processes/procedures on fund management.

Help support the Chair Budget process – reviewing budgets presented and updating information, quarterly transfers and research for questions and updating revised information. Assist with First Generation State Match annual certification. Assist in preparing documentation, communicate with colleges, prepare JE's, review transactions and provide updates to Financial Aid during the year.

Support with coordination of fund purpose changes in accordance with FUPMIFA requirements and Foundation policy. Communication with unit staff and development officers throughout process.

Review files in FM historical documents to upload to Paper Save. Remove duplicates and documents on incorrect files; put on correct funds so all historical records will be in Paper Save.

Assist in processes for Fundriver – review new fund set-up, organization changes, merging funds, etc. Also assist in reviewing changes in Reporting Xpress.

Minimum:
High school degree with excellent Excel skills and good communication skills. 2 to 5 years experience working in an office setting. 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…