Fiscal & Business Assistant

Job DescriptionThe 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.ResponsibilitiesFiscal Management & ReconciliationMaintains 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 SupportInitiates 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 ManagementPerforms 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.QualificationsMinimum 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://www.flsenate.gov/Session/Bill/2023/1310) 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 employment. Minimum Qualifications that require a high school diploma are exempt from SB 1310.About UsWorking at USFWith approximately 16,000 employees, the University of South Florida is one of the largest employers in the Tampa Bay area. We are dedicated to cultivating a talented, engaged and driven workforce that strives to be bold. Employees excel in USF‘s rich academic environment, which fosters their development and advancement. In 2025, Forbes recognized USF as one of Florida’s best large employers, ranked No. 1 among the state’s 12 public universities. Our first-class benefits package includes medical, dental and life insurance plans, retirement plan options, employee and dependent tuition programs, generous leave, and hundreds of employee perks and discounts.About USFThe University of South Florida is a top-ranked research university serving approximately 50,000 students from across the globe at campuses in Tampa, St. Petersburg, Sarasota-Manatee and USF Health. USF is recognized by U.S. News & World Report as a top 50 public university and the best value in Florida. U.S. News also ranks the USF Health Morsani College of Medicine as the No. 1 medical school in Florida and in the highest tier nationwide. USF is a member of the Association of American Universities (AAU), a group that includes only the top 3% of universities in the U.S. With an all-time high of $738 million in research funding in 2024 and as a top 20 public university for producing U.S. patents, USF uses innovation to transform lives and shape a better future. The university generates an annual economic impact of more than $6 billion. USF’s Division I athletics teams compete in the American Athletic Conference. Learn more at www.usf.edu .Compliance and Federal NoticesThis position may be subject to a Level 1 or Level 2 criminal background check.Applicants have rights under Federal Employment Laws:The University of South Florida is an equal opportunity employer that does not discriminate against any employee or applicant for employment based on any characteristic protected by law. The University maintains programs for protected veterans and individuals with disabilities in accordance with all applicable federal and state laws.Family and Medical Leave Act (FMLA)Applicants for USF employment are entitled to request reasonable accommodation(s) in the application process. A request is to be made at least five (5) working days prior to the time the accommodation(s) is needed. Visit the Central Human Resources ADA Accommodations webpage for more information on requesting an accommodation during the application/interview process.Equal Employment OpportunityThe University of South Florida is an equal opportunity employer that does not discriminate against any employee or applicant for employment based on any characteristic protected by law. The University maintains affirmative action programs for protected veterans and individuals with disabilities in accordance with all applicable federal and state laws. This job description does not constitute an employment contract.