Accounting Assistant

About the role

The Fund Management area of the USF Foundation Office of Business & Financial Services processes new funds and updates for all USF departments that hold Foundation funds within Donor and Foundation policies and guidelines. In addition, this area supports including Chair budgets, state match, and endowment processing.

Responsibilities

• Foundation Fund Management Support in coordination of new fund set up, review fund change requests, complete appropriate changes, gather necessary documentation, correspond and meet with financial officers (signers, development officer and financial administrator), and answer inquiries as necessary.
• Support in review of gift agreement and scholarship criteria worksheet to ensure consistency prior to fund establishment.
• Enter fund information into Workflow - coordinating with Central Records - and in FE.
• Support with interdepartmental interaction on issues until they are resolved.
• Once complete send Notification of New Funds and Updates to Funds to all Financial Officers on fund.
• CookPaperSave of fund data documents.
• Record fund changes on Fund Management tracking sheet.
• Reviewing information for organization codes and update fund types as appropriate in Workflow and FE.
• Fund History Research and Fund Administration.
• Run queries in FE to review and prepare import file to update signer information.
• Code of Ethics - Annually - Renew, record and retain Code of Ethics.
• Review Code of Ethics document to ensure it is current.
• Forward the Code of Ethics form to all financial officers (Provosts, Vice Presidents, signers, development officers, financial administrators) on Foundation funds.
• Track all forms received. Follow up with financial officers when the form has not been received to ensure that there is no lapse in signature authority or fund access.
• As needed - Contact new financial officers to explain the Code of Ethics policy and get a signed form from them.
• Historical research and answer inquiries on funds and authorized signers.
• Aid in specific fund projects assigned by Supervisor or Management.
• Maintain up to date documentation of processes/procedures on fund management.
• Assist with Chair Budget process - reviewing budgets presented and updating information, quarterly transfers and research for questions and updating revised information.
• Aid in First Generation State Match annual certification.
• Aid in preparing documentation, communicating with colleges, preparing JE's, reviewing transactions and providing updates to Financial Aid during the year.
• Support with coordination of fund purpose changes in accordance with FUPMIFA requirements and Foundation policy.
• Communicate with unit staff and development officers throughout process.
• Support the Transition of FM historical documents to FE PaperSave.
• Review files in FM historical documents to upload to PaperSave . Remove duplicates, documents on incorrect files put on correct funds so all historical records will be in PaperSave.
• Assist in processes for Fundriver - review new fund set-up, organization changes, merging funds, etc. Also, assisting in reviewing changes in Reporting Xpress.
• Performs Other Duties As Assigned.

Qualifications

• High school degree with excellent Excel skills and good communication skills.
• 2 to 5 years experience working in an office setting.
• One to five years experience in fiscal, accounting or business support is preferred.
• Project management experience is also preferred.
• Bachelor’s Degree preferred.