Fiscal & Business Assistant

The Fiscal & Business Assistant provides essential clerical purchasing and fiscal support to ensure the smooth administrative and financial operations of USF World Business Office. This position plays a key role in maintaining accurate financial records assisting with purchasing functions and supporting departmental accounting processes. The specialist will be responsible for timely and accurate reconciliation of monthly/daily financial activities management of procurement documentation and coordination with vendors and internal stakeholders.

The role requires a strong understanding ofor the ability to learnUniversity State and Federal policies related to purchasing expenditures and financial compliance. The position collaborates with faculty staff vendors and central administrative units to support efficient fiscal workflows and ensure proper stewardship of departmental funds.

Fiscal Management & Reconciliation

• Maintains accurate and complete fiscal records for the department through detailed daily banner reconciliations.
• Reviews students financial transactions for accuracy completeness and compliance with applicable policies and guidelines.
• Contributes to process improvement efforts by identifying opportunities to streamline fiscal procedures or enhance record keeping practices.

Purchasing & Procurement Support

• Initiates purchase requisitions and prepare purchase orders (POs) for departmental needs ensuring compliance with procurement rules and documentation standards.
• Verifies and processes invoices monitors the status of outstanding POs and ensures timely payment of all vendor invoices.
• Reviews reconciles and maintains purchasing card (PCard) transactions ensuring proper documentation and adherence to audit requirements.
• Serves as a point of contact for vendors and departmental personnel regarding the status of orders deliveries payments or procurement-related questions.
• Remains current on University State and Federal purchasing policies; applies updated procedures to departmental purchasing activities.

Data Entry & Records Management

• Performs accurate data entry into USF Global Discovery Hub ensuring data integrity and timely updates.
• Organizes maintains and archives international partnership agreements in accordance with University retention guidelines.
• Collects updates and organizes data on faculty overseas engagements for departmental reporting and institutional planning.
• Tracks and maintains information related to faculty involvement in global research collaborations teaching opportunities and international professional development.
• Supports documentation and reporting of student mobility activities including study abroad research exchanges or international learning experiences.

Minimum Qualifications: This position requires a 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 the experience requirement on a year for year basis.

Degree Equivalency Clause: Four years of direct experience for a bachelors degree.
Senate Bill 1310- The Florida Senate ( is conditional upon meeting all employment eligibility requirements in the U.S.
SB 1310: Substitution of Work Experience for Postsecondary Education Requirements
A public employer may include a postsecondary degree as a baseline requirement only as an alternative to the number of years of direct experience required not to exceed:
(a) Two years of direct experience for an associate degree;
(b) Four years of direct experience for a bachelors degree;
(c) Six years of direct experience for a masters degree;
(d) Seven years of direct experience for a professional degree; or
(e) Nine years of direct experience for a doctoral degree
Related work experience may not substitute for any required licensure certification or registration required for the position of employment as established by the public employer and indicated in the advertised description of the position of employment.
Minimum Qualifications that require a high school diploma are exempt from SB 1310.