Fiscal & Business Specialist

The Office of Resource Management and Development (RMD)
provides strategic and analytical support to the internal operations of the departments within the division of Student Success as well as oversight of unit business decision support/operations, budgets, and internal/external management reporting. Through leadership in strategic decision-making and technology-based solutions, RMD delivers critical information guiding overall unit planning thereby supporting Student Success and the University's goals of excellence and overall stability.

This position performs fiscal, administrative, and business support to assist in the general operations of Student Business Services supporting Student Government (SG) A&S funded student organizations. This individual may purchase materials, equipment, supplies, and services of a specialized nature for various student groups as well as process and assist students with travel arrangements who wish to travel for educational activities with SG funding. Receive, review, and process purchasing and travel transactions for students using USF systems while staying in compliance with various USF purchasing and travel policies and procedures. Communicate with students and staff to ensure timely processing of all business-related transactions. The Fiscal & Business Specialist must remain up-to-date on all Student Government/State of Florida statutes, travel policies, budgeting, grant funding, purchasing, foundation, accounts payable, accounts receivable, and cash-related policies and procedures.

Responsibilities

• Reviews requisition requests for adherence to USF Purchasing policies and appropriate documentation.
• Coordinates planning for major student events.
• Serves as a liaison with suppliers regarding items purchased in regards to supplies and equipment.
• Reviews vendor invoices for completeness, accuracy, and approvals.
• Provides follow-up to ensure suppliers are paid timely.
• Ensures purchasing transactions are completed accurately and timely for payment.

Monitors and processes Pcard transactions for Student Government (SG) student organizations. Reviews PCard receipts for adherence to University Pcard compliance policies and procedures. Matches Pcard receipts for accurate Pcard reconciliation. Responsible for the recording of Pcard payment information and filing of physical and digital documents in the appropriate filing systems to serve as the basis for reconciliation against University ledgers and support for audit compliance. Maintains Pcard statement spreadsheet tracking payments made on the University issued Pcard.

Responsible for monitoring student organizations accounts. Assists Manager with potential deficits. Maintains accurate tracking and recommends any adjustments immediately to ensure immediate correction. Prepares status reports to Manager regarding outstanding purchasing expenses pending authorization for student organizations. Assists in the purchasing training of student financial officers. Establishes, updates, and maintains shared email boxes for the department. Serves as front desk back-up as necessary.

Ensures documents are scanned to Accounts Payable for payment. Works with suppliers on issues related to late payments and troubleshooting lost invoices/payments. Maintains spreadsheets tracking requisitions and Pcard transactions processed within the USF systems. Notifies appropriate individual for journal entry transfers for transactions posted to incorrect chartfield. Works with travel requests from students who request to travel with Student Gov't grants.

Performs other office administration duties as required to support the mission of Student Government and SBS as assigned by Manager or Director.

This position requires a High School diploma or equivalent with three years of work experience in positions with fiscal support duties. College or other relevant post-secondary coursework may substitute for the experience requirement on a year-for-year basis.

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.

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.