Manager Fiscal & Business Admin

The position is responsible for maintaining accurate financial records, monitoring expenditures and funding distributions, and performing recurring reconciliations of various assigned funding sources. The Manager is expected to prepare recurring and ad hoc financial reports, analyses, and projections, with emphasis on expenditures, to support budget planning, resource management, and informed decision-making. Additionally, the position will work collaboratively with departments and the College Budget Team to resolve discrepancies, strengthen internal controls, improve fiscal processes, and promote consistent financial practices across the College.

Financial Management, Reporting, and Reconciliation

• Monitor budgets and financial records across multiple funding sources; prepare budget reports, forecasts, projections, and analyses for college leadership and departments.
• Prepare and validate recurring and ad hoc fiscal and staffing reports, including expenditures, carryforward commitments, vacant rate, recruitment activity, and other leadership priorities.
• Reconcile payroll registers and salary expenditures to departmental financial records; monitor pay distribution, salary rate, position funding, and costing, and coordinate resolution of discrepancies.
• Perform and coordinate account reconciliations for E&G, grants and contracts, auxiliary, carryforward, USF Foundation, Research Foundation, rebate, and other assigned accounts; investigate and resolve variances.
• Support financial administration of auxiliary, grant and contract overhead, salary rate, concession, Foundation, and other assigned resources.

Compliance, Controls, and Departmental Operations

• Interpret and apply University fiscal and administrative policies; review purchasing, cash collection, payroll, costing, time and leave, and other transactions for accuracy, compliance, appropriate approvals, and segregation of duties.
• Partner with departments to assess business processes, document critical activities, identify control gaps, and coordinate corrective actions and improvements.
• Develop continuity plans, handoff materials, and interim coverage arrangements to sustain essential fiscal and administrative services during departmental staffing changes.

Training and Continuous Improvement

• Coordinate training and onboarding support for Department Operations Managers and other staff; create standard operating procedures, process maps, checklists, and job aids.
• Analyze recurring operational issues, develop practical reporting or workflow improvements, and participate in institutional effectiveness initiatives and unit metrics.
• Aid the Sr. Budget Analysts to support departmental fiscal support and troubleshooting.
• Serve as liaison among college departments and the Budget Team; participate in special projects, operational analyses, and other duties as assigned.

MINIMUM QUALIFICATIONS:

This position requires a Bachelor's degree in Accounting, Finance, or Business Administration or other field directly related to the position's specific responsibilities and four years of professional business experience; or a Master's degree in the same fields and two years of experience. Appropriate college coursework or vocational/technical training may substitute at an equivalent rate for the required experience.

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.

PREFERRED QUALIFICATIONS:

• Working knowledge of PeopleSoft Financials or a similar enterprise resource planning (ERP) system; familiarity with USF enterprise business systems (such as FAST, Oracle, and Power BI)

• Experience with budget management, payroll and account reconciliation, fiscal analysis, internal controls, staff training, and cross-functional coordination.

• Internal Candidates Preferred

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 and USF Health. In 2025, U.S. News & World Report recognized USF with its highest overall ranking in university history, as a top 50 public university for the seventh consecutive year and as one of the top 15 best values among all public universities in the nation. U.S. News also ranks the USF Health Morsani College of Medicine in the highest tier, placing it as one of the top 16 medical schools in the nation and inside the top 10 among public universities. 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 $750 million in research funding in 2025 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 nearly $10 billion for the state of Florida. USF’s Division I athletics teams compete in the American Conference. Learn more at www.usf.edu.