Manager Fiscal and Business

The responsibilities of this position include strict fiscal management and compliance for payroll, organized record-keeping, and recurring reconciliation of state funds and convenience accounts. Additionally, this position will provide recurring and ad hoc detailed reporting and projection of payroll-related expenses, both for budgeting and other business purposes.

This position is contract.

This position requires a level II background check.

ASF Payroll Management (35%)

• Oversee the monthly ASF clinical payroll for all faculty and PSAs in the Department of Pediatrics (close to 200). 
• Gather all call/extra pay information from the various divisions and programs, ensure they are reported accurately and add them to payroll. 
• Ensure pay is prorated appropriately for new faculty, terminations, long-term leave, and other incidental situations. 
• Partner with central payroll, providing detailed backup and any other required documentation. 
• Perform regular audits of current salary and FTE, updating as appropriate. Organize and retain all documentation and correspondence that impacts payroll to be maintained as documents of record for future audits. 
• Submit payroll in accordance with UMSA deadlines and perform reconciliations to ensure it is processed correctly. 
• Investigate any important changes or anomalies to faculty pay and keep the assistant director and leadership abreast of the results of these investigations.

USF Fund Reconciliation (20%)

• Each pay period, perform reconciliation of Pediatrics E&G funds and all Pediatrics UMSA convenience accounts. 
• Gather all necessary data, including fiscal year budget, and create detailed reports on use of these funds. 
• Inform central and department leadership of anomalies or significant under/over-use of funding. 
• Keep track of convenience account postings and match them to UMSA financials to ensure correct division and nominal are used. 
• Flag any variances and potentially prepare journal entries to correct them. 
• Prepare reports on demand of faculty EVU allocations and their usage throughout the year. 
• Ensure faculty are utilizing their EVU allocation regularly through the fiscal year and adjust costing as necessary (more in next bullet).

Payroll Costing & RETs (25%)

• Prepare costing forms for all non-research related funds in Pediatrics, obtain necessary approvals, submit them in accordance with the Business Office’s deadlines, and ensure they are entered properly in Oracle. 
• Regularly download reports from Oracle to track faculty salary and its costing. In alignment with reconciliation from previous bullet, adjust faculty costing as necessary to ensure proper use of allocated EVU/E&G funding throughout the fiscal year. 
• In the case of errors or other issues, create the necessary RET forms to correct the chart fields involved, route them for approval, and after submitting, ensure they are properly entered.

Payroll Reporting & Projections (10%)

• Regularly for budgeting purposes and ad hoc as needed, analyze historical payroll data and provide detailed reports to the Assistant Director and leadership.
•  These reports are used for budgetary planning, comp plan analysis, contract cost projection, and more. 
• Anticipate potential changes to compensation and include their downstream effect and cost in the associated reports. 

USF Travel via Archivum (5%)

• Enter travel related items into Archivum for USF-paid travel that is not research related. Ensure strict adherence to USF’s policies and procedures for travel and its associated reimbursements. 
• Obtain necessary RIC and other approvals for international travel paid for via other sources. 
• Follow up with travelers as necessary to ensure they provide adequate documentation and follow all necessary steps for USF Travel.
•  Ensure the correct chart fields are used for the costing of this travel. Stay up to date on changes to Archivum or travel policy.

Perform Other Duties as Assigned (5%)

• Perform any other duties necessary for the business operations of the Pediatrics Finance Office.

Minimum Qualifications:

• 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.

Preferred Qualifications:

• 1+ years of experience in financial management for a University-related clinical practice
• Strong data analytics background
• High level experience with Excel 

    
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

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.