Assistant Director of Business Operations

ORGANIZATIONAL SUMMARY:

The USF Department of Intercollegiate Athletics is an integral part of USF and its mission by sponsoring a diverse and nationally competitive Division I athletic program.  The program serves several significant constituencies, including its student-athletes, who are students first.  The most important priority of the program is the progress of the student-athletes toward graduation.  Other priorities include the health, fitness and emotional development of student-athletes at USF. Intercollegiate Athletics provide a sense of collegiality, allegiance, and pride for students, staff, faculty, alumni, boosters and the greater Tampa Bay community at large and serves as a focal point for their support.  Within the framework of competitive excellence, Intercollegiate Athletics at USF are also a contact vehicle leading supporters to a greater awareness of the University's mission, academic programs and prominence as an educational institution.

POSITION SUMMARY:

Reporting to the Director of Business Operations, this position provides financial, budget, and fiscal resource management support for an approximate $4 million Development budget every fiscal year. Additionally, this position assists with a range of special events and public functions. Position must adhere to all NCAA, Conference, and institutional rules and regulations.

RESPONSIBILITIES:

Posts, balances and records cash, credit card, or EFT transactions for Intercollegiate Athletic and Foundation operations (i.e., includes preparation of cash vouchers, receipts, deposit slips, etc.). Runs routine reports and queries related to the budget and expenditures (actual vs. budget). Example: RSA (Remaining Spending Authority) report. Utilizes FAST, FAIR, and BANNER to generate routine fiscal and budget related reports.

Accepts cash or other forms of payment and records in Archtics and generates AR reports.  Collects and deposits revenue for auxiliary funds and handles any discrepancies. Generates and sends out notices for additional money/fees due, auxiliary account balances or deficits, etc.

Reconciles credit card receipts for procurement/development.  Monitors and tracks department/college/center spending (i.e., using commitment control, RSA, spreadsheets, etc.) and notifies appropriate persons of potential deficits before they occur.

Responsible for making purchases for Athletic department and ensuring purchases are within the operational budget. Develops and prepares various periodical and ad hoc reports, summaries, analyses, and projections. Reconciles all Athletic Foundation accounts and resolves any discrepancies. May review and make adjustments to initial reconciliations completed. Gathers data and prepares the yearly operating budget/plan submitted to Athletics Business Office and Foundation Business Office respectively.

Assists with planning, developing and implementing policies and procedures related to Bulls Club events. Evaluates program/event histories, budget considerations, contractual provisions, and planning committee recommendations to determine requirements as to space, facilities, technology, equipment, lodging, catering, and on-site management. Participates in budget development for special events. Monitors fiscal event planning for permissible expenditures, oversees billing accuracy from vendors and coordinates invoice processing with departmental accounting staff.

Serves as a Bulls Club financial matters liaison with other USF departments and Foundation departments by problem solving, resolving budget issues, and providing appropriate information for various financial and budget related inquiries.

Performs other department financial, administrative, and support duties as required in support of the mission and strategy of the unit.

POSITION QUALIFICATIONS:

MINIMUM:

This position requires a High School diploma or equivalent with three years of work experience in positions with fiscal support duties. College or other relevant post-secondary coursework may substitute for the experience requirement on a year for year basis.

PREFERRED:

Bachelor's degree in relevant field; one year experience working in intercollegiate athletics.