Fiscal & Business Assistant

This position typically reports to an appropriate administrative or accounting manager, or Office Manager. Incumbents serve as a liaisons with outside vendors regarding items purchased, quotes, billing statements, and payment terms from the contract (i.e., for a department/ college/grant to help contain costs). The Fiscal and Business Assistant prepares recommendations for approval by the Director or Accountable Officer with regard to local/departmental level purchasing activity. This position can be differentiated from the general clerical and administrative job specifications by its more narrow focus on purchasing, travel and fiscal related tasks. To be assigned to this title, 70% or more of the duties of a position should be business and fiscal support tasks such as purchasing, accounts payable/receivable (for a department/college), travel administration, and/or fiscal support for a grant or Auxiliary function. This position receives direction through established procedures and guidelines, along with instructions from supervisors as to how the work should be performed. Fiscal and Business Assistants must be able to identify inconsistencies or potential problems related to purchasing or fiscal transactions. The Fiscal and Business Assistant must remain up-to-date on all purchasing, accounts payable/receivable, and cash related USF policies and procedures and advises others on proper documentation for fiscal transactions. This position requires knowledge of USF enterprise financial and accounting systems, along with basic abilities in MS Word and Excel to complete the transactions.

This position is Grant-Funded.

Working at USF

With 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 USF

The 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 Notices

This 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 Opportunity

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 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.

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.

Preferred Qualifications

• Strong attention to detail and accuracy.
• Excellent organizational and time management skills.
• Ability to communicate effectively with faculty, staff, and administrative personnel.
• Ability to interpret and apply policies and procedures.
• Proficiency in Microsoft Office applications, particularly Excel and Outlook.
• Ability to manage multiple deadlines and prioritize tasks in a fast-paced environment.
• Prepare and submit Travel Authorization Requests (TARs) for faculty travel.
• Process and submit Travel and Expense (T&E) reimbursements in a timely and accurate manner.
• Review, prepare, and submit invoices and other payment requests for departmental expenses.
• Work closely with department faculty and staff to obtain all necessary information, receipts, approvals, agendas, and support documentation required for reimbursement and payment processing.
• Ensure all submissions comply with applicable university reimbursement, travel, and procurement policies.
• Serve as the department''s resource for reimbursement procedures and documentation requirements.
• Monitor transactions and follow up with faculty, staff, and administrative offices as needed to resolve issues.
• Maintain organized records of TARs, reimbursements, invoices, and related supporting documentation.
• Create new vendors as needed.
• Process Foundation POs and transfers.
• Other duties as assigned.
• Prepare and submit Travel Authorization Requests (TARs) for faculty travel.
• Process and submit Travel and Expense (T&E) reimbursements in a timely and accurate manner.
• Review, prepare, and submit invoices and other payment requests for departmental expenses.
• Work closely with department faculty and staff to obtain all necessary information, receipts, approvals, agendas, and support documentation required for reimbursement and payment processing.
• Ensure all submissions comply with applicable university reimbursement, travel, and procurement policies.
• Serve as the department''s resource for reimbursement procedures and documentation requirements.
• Monitor transactions and follow up with faculty, staff, and administrative offices as needed to resolve issues.
• Maintain organized records of TARs, reimbursements, invoices, and related supporting documentation.
• Create new vendors as needed.
• Process Foundation POs and transfers.
• Other duties as assigned.