Department Number/Name: 0-0204-000 / Administrative Services Business Center

Salary Plan: Administrative

Job Code/Title: 9776 / Business Administrator

Hiring Salary/Salary Range: $49,000 - $53,000

Position Number: 00007327

ORGANIZATIONAL SUMMARY:

USF's Office of Administrative Services (OAS) is made up of the dedicated people who keep our campus, the equivalent of a medium-sized city, moving forward. This team delivers essential services across USF's multiple campuses and locations that together total 11 sites, 1,646 acres, 350 buildings, and 12.8 million gross square feet. With responsibilities that include land use and planning, construction and development, maintenance and utilities, custodial and grounds services, parking and the Bull Runner bus system, environmental health and safety, university police, and emergency management; the OAS team has a wide-reaching impact that touches nearly every aspect of the University of South Florida community in support of the university's mission and strategic plan.

On USF's Tampa campus, the OAS team performs a broad scope of services that includes processing and completing over 45,000 work orders annually, providing custodial and maintenance services for 83 buildings totaling 4.5 million square feet, managing over 350 construction and renovation projects each year, providing utilities services for 350 buildings totaling 12.8 million square feet, maintaining 20,500 parking spaces across 93 surface lots and 4 garages, operation and maintenance of a fleet of 26 buses, and performing grounds care of 500 acres of space.

OAS is a service organization and believes that providing excellent customer service starts with an engaged workforce. To that end, we are dedicated to offering opportunities for professional development and growth, providing the job resources necessary for success, fostering open communication and feedback at all levels, and recognizing the achievements of our team members!

Administrative Services Business Center (ASBC) provides cost-effective and efficient financial and administrative support services to all departments and offices in Administrative Services including Accounts Payable, Accounts Receivable Purchasing, Travel, and Budget management. ASBC manages an annual operating budget of $100M with over 100 chart fields. Administrative Services consist of Facilities Management, Parking & Transportation Services, and University Police. Facilities Management includes Emergency Management, Environmental Health & Safety, Planning, Design & Construction, Operations, and Campus Services.

POSITION SUMMARY:

The Business Administrator position provides fiscal and budget support through the administration of budgets, billing, purchasing, invoicing, and travel related transactions within the Administrative Services Business Center (ASBC).

RESPONSIBILITIES:

Process Accounts Receivable (billing) transactions for external and internal customers. Review chart fields on invoices, prepare invoices, and invoice credits and rebills. Reviews A/R transactions for accuracy and proper documentation. Researches and resolves invoicing errors, including budget errors. Submits requests for new customer accounts and customer updates. Monitors outstanding balance-due accounts and follows up with customers regarding payment. Reviews aging report on a monthly basis and provides updates to Manager. Researches and responds to external customer's inquiries regarding billing and outstanding payments. Investigate and audit inquiries regarding uncollected balances on accounts. Process and reconcile FAMIS billing on a monthly basis, including reviewing all transactions for posting accuracy and submitting correction journals as needed, reviewing and resolving all posting errors, researching billing errors, and contacting departments/colleges to resolve discrepancies promptly. Serves as a backup liaison between ASBC and the Service Center for all FAMIS inquiries and questions.

Facilitates month-end accounting operations to review, record, and validate the posting of revenues within USF FAST and PATS FLEX accounting systems. Review all GL items for adequacy before the final close and prepare month-end adjusting entries. Review, process, and submit PATS customer account refunds through the financial system. Maintains tracking spreadsheet and verifies check payments. Assist customers with inquiries regarding refunds. Record, reconcile and collect checks payable to USF returned by the bank. Audits, processes, and records refund transactions.

Analyzes and reconciles Post Office daily deposits with credit card batch settlements, bank daily batch reports, and daily cashiers reconciliation sheets, preparing to correct entries where applicable. Resolves any discrepancies between daily journals and the FAST financial system. Reconciles Auxiliary and E&G funds monthly, identifies discrepancies and prepares monthly reconciliation paperwork for review by Manager. Initiates and prepares non-payroll expenditure transfers as needed to correct transactions.

Serve as back-up for Purchasing and Travel for Administrative Services departments.

Performs other duties as assigned.

POSITION QUALIFICATIONS:

MINIMUM:

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 two years of fiscal related work experience; or a Bachelor's degree in no specific required field and three years of fiscal related work experience; or six years fiscal related work experience.

PREFERRED:

Bachelor's degree in Business Administration, Accounting or Finance or related field and three years of professional administrative or fiscal experience. Familiar with GEMS, FAST, Finance Mart, and other university applications.

FLSB1310 Equivalency:

4 years of directly relevant experience may be substituted for bachelor's degree.

SPECIAL SKILLS/TRAINING:

Thorough understanding of general accounting. Intermediate proficiency with a strong emphasis on Microsoft Excel. Adherence to tight deadlines and quick turnaround for accounting deliverables. Strong organizational skills and ability to develop and maintain an organized structure, ability to work collaboratively in a dynamic environment where adaptability is imperative. Accurate with strong attention to detail. Strong written and oral communication skills. Ability to effectively present information and respond to questions.

USF Tampa

Information for Applicants

This position is subject to a Level 1 criminal background check.

Job Opening Number: 38508

Posting Date: 01/08/2025

Posting End Date: 01/22/2025

How To Apply

Click on the Apply Now button. When applying to an opening you will have the opportunity to upload a cover letter and resume.

Apply online by completing the required information and attaching your cover letter and resume. Please include your experience as it relates to the qualifications stated above. YOUR COVER LETTER AND RESUME, PLUS ANY OTHER REQUESTED MATERIAL, MUST BE IN ONE ATTACHMENT. Only online applications are accepted for this position.

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To request an accommodation with the application or interview process, please contact Central Human Resources by telephone: 813-974-2970 or email HR-ADA-Request@usf.edu .

Equal Employment Opportunity

USF is an equal opportunity, equal access academic institution that embraces diversity in the workplace.

The University of South Florida does not discriminate on the basis of sex and prohibits sexual harassment. Any person may report sex discrimination, including sexual harassment (whether or not the person reporting is the person alleged to be the victim of conduct that could constitute sex discrimination or sexual harassment), in person, by mail, by telephone, or by electronic mail, using the contact information listed for the Title IX Coordinator. Reports may be made at any time either online or directly to the University's Title IX Coordinator.

USF's Equal Opportunity Affirmative Action Statement .

Federal Rights

Applicants have rights under Federal Employment Laws: Family and Medical Leave Act (FMLA) , Equal Employment Opportunity (EEO) and Employee Polygraph Protection Act (EPPA) .

Work Location

Campus map and location overview: USF - Tampa Campus

About USF

The University of South Florida is a high-impact global research university dedicated to student success. Over the past 10 years, no other public university in the country has risen faster in U.S. News and World Report's national university rankings than USF. Serving more than 50,000 students on campuses in Tampa, St. Petersburg and Sarasota-Manatee, USF is designated as a Preeminent State Research University by the Florida Board of Governors, placing it in the most elite category among the state's 12 public universities. USF is a member of the American Athletic Conference.

Working at USF

With more than 16,000 employees at USF, the University of South Florida is one of the largest employers in the Tampa Bay region. At USF you will find opportunities to excel in a rich academic environment that fosters the development and advancement of our employees. We believe in creating a talented, engaged and driven workforce through on-going development and career opportunities. We also offer a first class benefit package that includes medical, dental and life insurance plans, retirement plan options, tuition program and generous leave programs and more.

To learn more about working at USF please visit: Work Here. Learn Here. Grow Here .

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