Fiscal & Business Assistant

About the role

This position typically reports to an administrative or accounting manager, or Office Manager. Incumbents serve as liaisons with outside vendors regarding items purchased, quotes, billing statements, and payment terms from contracts to help contain costs for a department, college, or grant. The Fiscal and Business Assistant prepares recommendations for approval by the Director or Accountable Officer regarding local or departmental purchasing activity.

To qualify for this title, 70% or more of the duties must involve business and fiscal support tasks such as purchasing, accounts payable/receivable, travel administration, and fiscal support for grants or auxiliary functions. The role receives direction through established procedures and guidelines, with instructions from supervisors on work performance.

Fiscal and Business Assistants must identify inconsistencies or potential problems related to purchasing or fiscal transactions, stay current on all relevant USF policies, and advise others on proper documentation. This position requires knowledge of USF enterprise financial and accounting systems, along with basic proficiency in MS Word and Excel. This position is grant-funded.

Responsibilities

• Prepare and submit Travel Authorization Requests (TARs) for faculty travel.
• Process and submit Travel and Expense (T&E) reimbursements in a timely and accurate manner.
• Review, prepare, and submit invoices and other payment requests for departmental expenses.
• Work closely with department faculty and staff to obtain necessary information, receipts, approvals, agendas, and support documentation for reimbursement and payment processing.
• Ensure all submissions comply with university reimbursement, travel, and procurement policies.
• Serve as the department’s resource for reimbursement procedures and documentation requirements.
• Monitor transactions and follow up with faculty, staff, and administrative offices to resolve issues.
• Maintain organized records of TARs, reimbursements, invoices, and related supporting documentation.
• Create new vendors as needed.
• Process Foundation POs and transfers.
• Perform other duties as assigned.

Requirements

Minimum Qualifications: High school diploma or equivalent, with two or more years of experience in an office or administrative support position. College or other relevant post-secondary coursework may substitute for experience on a year-for-year basis.

Skills

• Strong attention to detail and accuracy.
• Excellent organizational and time management skills.
• Ability to communicate effectively with faculty, staff, and administrative personnel.
• Ability to interpret and apply policies and procedures.
• Proficiency in Microsoft Office applications, particularly Excel and Outlook.
• Ability to manage multiple deadlines and prioritize tasks in a fast-paced environment.

About Us

With approximately 16,000 employees, the University of South Florida is one of the largest employers in the Tampa Bay area. We are dedicated to cultivating a talented, engaged, and driven workforce that strives to be bold. Employees excel in USF’s rich academic environment, which fosters their development and advancement. In 2025, Forbes recognized USF as one of Florida’s best large employers, ranked No. 1 among the state’s 12 public universities.

Our first-class benefits package includes medical, dental, and life insurance plans, retirement plan options, employee and dependent tuition programs, generous leave, and hundreds of employee perks and discounts.

The University of South Florida is a top-ranked research university serving approximately 50,000 students from across the globe at campuses in Tampa, St. Petersburg, Sarasota-Manatee, and USF Health. USF is recognized by U.S. News & World Report as a top 50 public university and the best value in Florida. U.S. News also ranks the USF Health Morsani College of Medicine as the No. 1 medical school in Florida and in the highest tier nationwide.

USF is a member of the Association of American Universities (AAU), a group that includes only the top 3% of universities in the U.S. With an all-time high of $738 million in research funding in 2024 and as a top 20 public university for producing U.S. patents, USF uses innovation to transform lives and shape a better future. The university generates an annual economic impact of more than $6 billion. USF’s Division I athletics teams compete in the American Athletic Conference.