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 responsibilities and four years of professional business experience; or a Master’s degree in the same fields and two years of experience. Appropriate college coursework or vocational/technical training may substitute at an equivalent rate for the required experience.
Senate Bill 1310- The Florida Senate (https://www.flsenate.gov/Session/Bill/2023/1310) 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 bachelor’s degree;
(c) Six years of direct experience for a master’s degree;
(d) Seven years of direct experience for a professional degree; or
(e) Nine years of direct experience for a doctoral degree
Working at USF
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.
About USF
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. Learn more at www.usf.edu .
Compliance and Federal Notices
This position may be subject to a Level 1 or Level 2 criminal background check.
Applicants have rights under Federal Employment Laws :
The University of South Florida is an equal opportunity employer that does not discriminate against any employee or applicant for employment based on any characteristic protected by law. The University maintains programs for protected veterans and individuals with disabilities in accordance with all applicable federal and state laws.
Family and Medical Leave Act (FMLA)
Applicants for USF employment are entitled to request reasonable accommodation(s) in the application process. A request is to be made at least five (5) working days prior to the time the accommodation(s) is needed. Visit the Central Human Resources ADA Accommodations webpage for more information on requesting an accommodation during the application/interview process.
Equal Employment Opportunity
The University of South Florida is an equal opportunity employer that does not discriminate against any employee or applicant for employment based on any characteristic protected by law. The University maintains affirmative action programs for protected veterans and individuals with disabilities in accordance with all applicable federal and state laws. This job description does not constitute an employment contract.
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