Mgr. Fiscal & Business Admin

The Office of Graduate Studies is comprised of approximately 15 Administrative and Staff personnel, functions to assist the Dean in successfully running the day-to-day operations necessary to support graduate and postdoctoral education at USF.  The unit works closely with other administrative units, faculty, postdoctoral scholars, students, and staff across campus to attain the goals and mission set forth by the University.

The Manager Fiscal & Business Admin provides financial analysis and projections, budget management, and fiscal resource management for the Office of Graduate Studies (OGS). OGS has multiple grant, auxiliary, and foundation funding sources.  The primary purpose of this position is to analyze financial and accounting data to keep management informed on the financial and budget status of the unit.

This position serves as the liaison for central departments such as the Controller's Office, Division of Research, Purchasing, Foundation, and RMA.  This job will report to the Dean of OGS. This position specializes in financial reporting and analysis, fiscal resource management, and budget analysis.  The Manager Fiscal & Business Admin provides financial information through budget projections and financial forecasting to help in financial planning, identifying trends in departmental spending, etc.  In addition, this person will develop financial reports, statements and spreadsheets for use by management in determining current and future financial positions.

• Balances the OGS budgets by performing a detailed review and analysis of the actual vs. budget for numerous accounts, E&G, Carryforward, Auxiliary, Foundation and Grants.  Advises management of potential areas of over/under allocation, and when any budget transfers need to take place.  Manages cash flow for Auxiliary and Foundation accounts. Hire, train, motivate, and coach the performance of assigned staff members to meet the administrative goals and requirements of the unit.
• Prepares financial reports, statements and spreadsheets to consolidate financial activities which are utilized by management, and/or accountable officers.  Runs routine reports and queries to gather information from FAST, Oracle, BANNER and Foundation reports.  Prepares draft reports for various University and State reporting in order to fulfill the reporting requests and meet the requirements of the Florida Legislators, BOG, BOT, and other stakeholders.
• Gather Data and prepares the yearly operating budget for the Dean to be submitted to Resource Management and Analysis. Works with RMA staff to finalize the annual budget and process budget uploads. Manages and/or participates in special projects and analysis work, such as physical moves, reorganizations, institutional effectiveness plans, development of unit metrics, and specialized research related to the function of the unit.
• Serves as accountable officer designee for all Center accounts and may serve as an administrative representative for Office of Graduate Studies or committees and work groups. Has approval authority for all purchasing related activities and provides oversight by monitoring how purchases are affecting the budget, for compliance with USF policies and OMB guidelines, and for appropriate spending limits.
• Reconciles monthly/department ledger for all accounts such as E&G, grants, USF Foundation, Auxiliary accounts, carry-forward, etc. and resolves any discrepancies.  Reviews and makes adjustments to initial reconciliations done by fiscal support positions.  Processes expenditure transfers and payroll transfers to correct discrepancies identified by reconciliation.
• Manages cash flow for an Auxiliary operation, department, or grant by monitoring expenditures, requesting funds, preparing cash operating plans, etc.
• Runs routine reports and queries related to the budget and expenditures (actual vs. budget).  Example:  RSA (Remaining Spending Authority) report.  Utilizes FAST and BANNER to generate routine fiscal and budget related reports.
• Recommends appropriate accounting controls to be implemented and develops new and/or makes revisions for OGS regarding previous fiscal procedures. Develop and implement business and fiscal processes to ensure compliance and good stewardship over University resources. Must remain up-to-date with changes in University, state, federal or sponsoring agency policies and regulations.
• Manage payroll expenses and advises appropriate chartfields.  Plans for future salary and rate budget allocations by managing the funding commitment module for OGS.  Reconciles payroll/distributions by running the RSA check. Initiates and prepares payroll expenditure transfers.
• Performs other duties as assigned.

This position requires a Bachelor’s degree in Accounting, Finance, or Business Administration or other field directly related to the position’s specific responsibili