Accounting Assistant

Job Title

Fund Management Specialist

Job Description

The Fund Management area of the USF Foundation Office of Business & Financial Services processes new funds and updates for all USF departments that hold Foundation funds within Donor and Foundation policies and guidelines. In addition, this area supports including Chair budgets, state match, and endowment processing.

This position is responsible for supporting the review and processing of all Foundation Fund Management requests, which includes the establishment, maintenance and closure of approximately 6,000 funds maintained in the Blackbaud (FE), Fund Management Workflow systems, and related systems - (i.e., Reporting Xpress and Fundriver) to be sure all systems are in sync and making sure all major changes flow smoothly. This position will also provide support where needed in the Chair Budget process, State match certification, fund history research and endowment management processing.

Responsibilities

Foundation Fund Management

Support in coordination of new fund set up, review fund change requests, complete appropriate changes, gather necessary documentation, correspond and meet with financial officers (signers, development officer and financial administrator), and answer inquiries as necessary. Support in review of gift agreement and scholarship criteria worksheet to ensure consistency prior to fund establishment. Enter fund information into Workflow - coordinating with Central Records - and in FE. Support with interdepartmental interaction on issues until they are resolved. Once complete send Notification of New Funds and Updates to Funds to all Financial Officers on fund. Coordinate PaperSave of fund data documents. Record fund changes on Fund Management tracking sheet. Reviewing information for organization codes and update fund types as appropriate in Workflow and FE.

Fund History Research and Fund Administration

Run queries in FE to review and prepare import file to update signer information. Code of Ethics - Annually - Renew, record and retain Code of Ethics. Review Code of Ethics document to ensure it is current. Forward the Code of Ethics form to all financial officers (Provosts, Vice Presidents, signers, development officers, financial administrators) on Foundation funds. Track all forms received. Follow up with financial officers when the form has not been received to ensure that there is no lapse in signature authority or fund access. As needed - Contact new financial officers to explain the Code of Ethics policy and get a signed form from them.

Customer Service

Historical research and answer inquiries on funds and authorized signers. Assist with specific fund projects assigned by Supervisor or Management. Assist with maintaining up to date documentation of processes/procedures on fund management.

Other Reporting areas

Help support the Chair Budget process - reviewing budgets presented and updating information, quarterly transfers and research for questions and updating revised information. Assist with First Generation State Match annual certification. Assist in preparing documentation, communicate with colleges, prepare JE's, review transactions and provide updates to Financial Aid during the year.

Other Fund Management Initiatives

Support with coordination of fund purpose changes in accordance with FUPMIFA requirements and Foundation policy. Communication with unit staff and development officers throughout process.

Support the Transition of FM historical documents to FE PaperSave

Review files in FM historical documents to upload to PaperSave. Remove duplicates, documents on incorrect files put on correct funds so all historical records will be in PaperSave.

Fund Management in Related Systems

Assist in processes for Fundriver - review new fund set-up, organization changes, merging funds, etc. Also, assisting in reviewing changes in Reporting Xpress.

Performs other duties as assigned.

Qualifications

MINIMUM: High school degree with excellent Excel skills and good communication skills. 2 to 5 years experience working in an office setting.

Degree Equivalency Clause: Four years of direct experience for a bachelor's degree. Senate Bill 1310- The Florida Senate is conditional upon meeting all employment eligibility requirements in the U.S. 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.

PREFERRED: One to five years experience in fiscal, accounting or business support is preferred. Project management experience is also preferred. Bachelor's degree preferred.

About Us

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

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.