Business Administrator

Dept Number/Name: 0-0190-000 / University-Community PrtnrShip/ CTPE
College Division: Executive Services
Salary Plan: Administrative
Job Code/Title: 9776 / Business Administrator
Hiring Salary/Salary Range: $50,000 - $57,000
Position Number: 00055766

ORGANIZATIONAL SUMMARY:
The USF office of Corporate Training and Professional Education (CTPE) is an 100% auxiliary unit that exists to augment for credit degrees and promote lifelong learning and workforce development. CTPE offers programming to reskill and upskill individuals and companies through open enrollment and corporate training. The courses and programs are facilitated by instructors who are industry leaders and accomplished trainers. CTPE functions are multi layered and highly complex. The 3 main areas that CTPE operates in are Open Enrollment, Corporate (Captive Sessions) and Registration Support for the entire university for all non-credit activities. The USF office of Corporate Training and Professional Education (CTPE), an 100% auxiliary unit, exists to augment for credit degrees and promote lifelong learning and workforce development. CTPE offers programming to reskill and upskill individuals and companies through open enrollment and corporate training. The courses and programs are facilitated by instructors who are industry leaders and accomplished trainers. CTPE functions are multi layered and highly complex. The 3 main areas that CTPE operates in are Open Enrollment, Corporate (Captive Sessions) and Registration Support for the entire university for all non-credit activities. Other offices that will be supported are Osher Lifelong Learning (OLLI), Testing and Youth Experiences.
POSITION SUMMARY:
This position is responsible for various, highly complex functions in support of at least 4 departments for the non-credit, Lifelong Learning side of the university. The ideal candidate possesses a solid foundation in accounting and fiscal knowledge, empowering them to navigate financial intricacies seamlessly. Additionally, their proficiency in process improvement and keen business acumen are essential to drive innovation and efficiency across diverse functions. including but not limited to Budgeting, Forecasting, Reconciling, Accounts Payable, Accounts Receivable, PCard Purchasing and Reconciliation, Purchasing, Travel, Payroll, PERT Reporting, Reviewing Complex Financials, Tax Paperwork Submissions. The position collaborates with Fiscal & Business Analysts, Assistant/Associate Director on budget and financial errors and provides reporting, analysis, end of year reports, projections, forecasts and trend 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, both internally and externally. This position will use specialized knowledge to act as a guide and lead the business through unknown or unmapped territory, to get it to its desired destination.
RESPONSIBILITIES:
Provide financial analysis, reconciliation, projections, analysis, end of year reports, forecasts, annual budgets, trend analysis and oversee budget management, and fiscal resource management for at least 4 highly complex departments with mainly auxiliary sources, but also foundation, grants and earmark funding sources. Keep leadership informed of financial and budget status and lead financial meetings with leadership. Responsible for recommending and developing financial control policies and processes.
Act as the main liaison of the four departments with Foundation Leadership, HR Leadership, University Community Partnerships.
Review expenditure activities to identify potential problems and recommend solutions ensuring adherence to USF policies and procedures. Reconcile and perform detailed review and analytical analysis of departmental financial statements, including review of budget to actuals/variance analysis for general revenue, auxiliary, grants, USF Foundation, potential chargebacks. Acts as accountable officer and resolves over/under allocations and creates and acts upon processes necessary related to revenue, budget, or expenditure transfers. Prepare and present detailed analysis and reports related to AP, AR, Travel, Purchasing, Payroll. Acts as the backup for Travel, Purchasing, Payroll and more.
Manage upon request 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.
Oversee procedures for proper acquisition, assignment, and/or transfer of property. Liaise with Asset Management and coordinate all property forms. Verify Pcard transactions and bank 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 administrative related work experience; or a Bachelor's degree in no specific required field and three years of administrative related work experience; or six years administrative related work experience.
PREFERRED:
Minimum qualifications as noted above plus experience in the financial or fiscal sector.
SPECIAL SKILLS/TRAINING:
Thorough understanding of general accounting, advanced 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. Preferred skills include, but are not limited to: problem solving, organizational, resilience and adaptability skills and dedication to customer service. Self-motivated, takes ownership and someone who is driven to succeed and drive business as a member of an integrated team.

Information for Applicants 

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

Job Opening Number: 36082

Posting Date:  01/19/2024

Posting End Date: 04/19/2024

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 

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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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