Business Administrator

Department Number/Name: 0-0204-000 / Administrative Services Business Center
College Division: Administrative Services
Salary Plan: Administrative
Job Code/Title: 9776 / Business Administrator
Hiring Salary/Salary Range:  $47,100-$50,000
Position Number: 00006199, 00004755, 00004019
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!

The Administrative Services Business Center (ASBC) is made up of a dynamic team that provides cost-effective and efficient fiscal and administrative support services to departments in the Office of Administrative Services and manages an operating budget of over $100M consisting of 112 accounts and 20+ departments.
POSITION SUMMARY:
Serving a critical role in the ASBC, the position is responsible for various functions including but not limited to Accounts Payable, Accounts Receivable, Purchasing, Travel, and Payroll.  The position collaborates with Fiscal & Business Analysts, Assistant/Associate Director on budget and financial errors and provide reporting and analysis. Responsible for interpreting university and functional policies and procedures and ensuring that duties are in compliance with USF policies and procedures. Position is highly customer centric and serves as a liaison to the University community.
RESPONSIBILITIES:
Manage the full accounts payable cycle from requisition request to receipt of invoices to payment; including coding, invoices, matching purchase orders, obtaining approval, and entering the invoices into the accounting system. Review requisition request for adherence to USF Purchasing policies and enter and submit in FAST with appropriate documentation for approval. Monitor and track requisitions to purchase order. Process PO change orders as needed based on department requirements. Review vendor invoices for completeness, accuracy and approvals. Submit invoices to Accounts Payable and ensure vendors are paid timely. Ensure all accounts payable policies and procedures are adhered to including travel and related expenses, vendor approval and invoice processing. Responsible for monthly accounts payable journal entries and balance sheet reconciliations.
Manage vendor relations and build effective partnerships. Work with vendors on issues related to late payments and troubleshooting lost checks/invoices.  Reconcile vendor statements to purchase orders and outstanding AP invoices. Investigates and resolves problems associated with processing of invoices and purchase orders. Receives, researches and resolves a variety of routine internal and external inquiries concerning account status, including communicating the resolution of discrepancies to appropriate persons.
Reviews expenditure activities to identify potential problems and recommend solutions ensuring adherence to USF policies and procedures. Reconciles and performs detailed review and analytical analysis of departmental financial statements, including review of budget to actuals/variance analysis for general revenue, auxiliary, concession, USF Foundation. Advises management/accountable officers/Directors of any over/under allocations and processes necessary revenue, budget, or expenditure transfers. Prepare and present detailed analysis and reports related to AP, AR, Travel, Purchasing, Payroll.
Oversee procedures for proper acquisition, assignment, and/or transfer of property. Liaise with Asset Management and coordinate all property forms. Verify Pcard transactions for several departments.  Audit PCard receipts for adherence to University PCard Compliance policies and procedures. Reconcile transactions against departmental accounts in DataMart and identify any discrepancies. Responsible for imaging and record retention of all accounts payable documents.
Perform other assigned business administrator duties related to Purchasing, Accounts Receivable, Travel, Payroll, and budget management.
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:
Prefer 3 to 5 years experience in financial or fiscal sector.
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 from management, vendors, and associates.

Information for Applicants 

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

Job Opening Number: 35110

Posting Date:  09/14/2023

Re-Posting Date:  12/01/2023

Re-Posting End Date: 01/27/2024

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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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.

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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