Business Administrator I

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: 00003275
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 budget services to departments in the Office of Administrative Services and manages a capital budget of over $300M and operating budget of over $100M.
POSITION SUMMARY:
Serving a critical role, the position is responsible for processing accounts payable for a $300M+ capital budget program. The position supports the Design & Construction and Campus Planning departments within Administrative Services and serves as a liaison with suppliers, external customers, and project managers. Responsible for interpreting university and functional policies and procedures and ensuring that financial activities are in compliance with USF policies and regulations. This position serves as a subject matter expert to the University community for capital budget program.
RESPONSIBILITIES:
Manage the full accounts payable cycle from requisition request to change orders, receipt of invoices to payment; including logging and reviewing invoices, matching to purchase orders, obtaining approval, and entering the invoices into the accounting system per service level agreement timelines. Thoroughly review Requisition, Change Order/Additional Service Authorization requests and invoices for adherence to USF policies and appropriate documentation. Coordinate and process requests to add new Suppliers to USF system. Communicate with Project Managers and suppliers to obtain required documentation as needed. Investigate and resolve problems associated with processing of purchase orders and change orders by working with Project Managers and suppliers as needed. Maintain spreadsheets tracking requisitions to purchase orders and invoices. Process requisition requests and invoices from central mailbox and manage mailbox folders. Resolve budget error issues with appropriate departmental contacts. Process payment requests, direct payments and reimbursement requests as needed. Track all required performance and payment bonds.
Manage and track Direct Owner Purchasing Tax Savings Program (DOPO). Submit change order requests to deduct materials/equipment cost and tax savings from Construction Manager's PO. Track tax savings from USF's purchase of supplies/equipment. Obtain approvals from Construction Manager that supply/equipment has been received/stored and is in acceptable condition. Obtain and maintain required documentation by project for the the DOPO program.
Manage supplier relations and effectively build partnerships with internal and external clients.  Investigate and resolve problems associated with processing of pay applications, invoices, refunds/credits and payments by working with suppliers and Project Managers. Receive, research and resolve a variety of routine internal and external inquiries concerning account status, including communicating the resolution to appropriate clients within a timely manner. Collaborate cross departmentally with Controller's Office to resolve issues related to project budget set-up.
Maintain detailed and accurate project files to include requisitions, PO's, invoices, IT work orders, paying work orders, Notice To Owner letters, Bonds and other documentation per USF required retention periods and policies. Update and transition data spreadsheet tracking Direct Owner Purchase Orders, Notice to Owner letters, and transactions to include requisitions, purchase orders and invoices by fiscal year. Maintain and update accounts payable data and file structures by fiscal year.
Serve as subject matter expert and provide training and support to USF campuses in St. Petersburg, Sarasota, and USF Health on construction forms and accounts payable processes. Develop and host accounts payable training sessions for Project Managers as needed. Serve as a liaison with regional campuses and Direct Service Organizations for capital budget program. Perform other duties as assigned.
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.

Degree Equivalency Clause: Four years of direct experience for a bachelor's degree.
PREFERRED:
Three years experience in Accounts Payable and/or Construction Accounting. Experience using USF Systems (FAST, GEMS) or ERP system such as Oracle/SAP.
SPECIAL SKILLS/TRAINING:
Experience using Microsoft Office with ability to demonstrate intermediate to advanced knowledge of Excel. The ideal candidate will have exceptional organizational skills, be highly detail oriented and capable of processing high volumes of transactions within a specified turnaround time. Excellent interpersonal and communication skills, both written and verbal. Strong sense of customer empathy and customer-centrism.

Information for Applicants 

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

Job Opening Number: 36304

Posting Date:  02/15/2024

Re-Posting Date:  03/06/2024

Re-Posting End Date: 03/13/2024

How To Apply 

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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.

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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 

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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.

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