USF Advancement connects the university with donors who want to make a difference by providing philanthropic support to promote student success, research, academic excellence and other strategic priorities. With an endowment that now exceeds $700 million in value, our dedicated team of approximately 200 professionals, including 60 fundraisers, encompasses alumni, development and foundation operations. The team is responsible for raising more than $150 million annually and has broken records year after year with more than $184 million raised in fiscal year 2025.
An integral part of the Alumni Association (AA) team ensuring timely payment of bills and deposits of revenue. Role is responsible for the monthly close including journal entries, reconciliations, and reporting of data to various audiences. Position also manages the credit cards used by Alumni staff, compliance with state regulations for the license plate program, and assists with the annual tax return and audit schedule preparation.
This role is expected to serve as a forward-thinking contributor in leveraging artificial intelligence (AI) and emerging technologies to enhance event strategy, streamline operations, and improve attendee engagement. The planner will integrate AI-driven tools and data insights into event planning, execution, and evaluation, ensuring innovative, efficient, and personalized event experiences aligned with the university’s strategic goals. A strong commitment to ethical, responsible, and effective use of AI is essential.
Financial Reporting and Analysis Prepares monthly income statements for individual AA departments, for AA operating funds monitoring the transaction activity for discrepancies and recommending solutions. Cross-trained to prepare the consolidated AA monthly income statements. Tracks all revenues and expenses related to the collegiate license plate program to insure expenses meet the mandated use categories and are within the mandated percentages allowed per category. Assist in preparation of annual affidavit to State of FL DMV.
Analyzes state convenience accounts of AA and Alumni Center (ALC) for accuracy charges and tracking cash position. Monitors cash position in operating fund and prepare fund transfer sweeps from membership operating fund and investment earnings funds as needed. Prepares monthly/quarterly/annual closing journal entries including accrual and reversal journal entries. Annually calculates the 20 year life membership deferment and receivable.
Budgeting/Forecasting/Reconciliations Works with the Director of Finance in projecting Alumni Association budgetary needs. Assist staff in interpreting financial results in order to prepare their departmental budgets and forecasts. Prepares monthly reconciliation of major revenue categories, scholarship expense, and other balance sheet accounts as necessary. Maintain a deposit and check request log that is reconciled monthly. Researches bank reconciliation items for Foundation Office of Business and Financial Services.
Accounts Payable/Accounts Receivable prepares all deposits of gifts and revenue analyzing for proper account coding. Monitors credit card web settlements for revenue by category and daily completes the settlement report. Works with the Foundation to properly recognize matching gifts and adjusts the timing of deposits that occur at the end of the month. Create invoices for sponsorship and other affinity partners. Follows upon the payment status of these receivables to ensure timely payment. Prepares all check requests, verifying validity of business reason for expense and proper account coding and authorization signatures for the expense. Processes and tracks expense reimbursements and cash advances for staff. Monitors 12 staff company credit card for proper usage, correct coding of receipts, and to ensure payment of bill on time.
Taxes: Prepares quarterly sales tax return. Prepares Statement of Functional Expenses and other information as requested for the 990 tax return. Provides assistance to Director of Finance in analyzing AA events for tax implications.
Assist the Finance Director with projects as needed.
This position requires a Bachelor's degree in Accounting and one year of related experience, or a Master's degree in Accounting or Business Administration (with appropriate Accounting preparation and coursework.) The bachelor's degree is a minimum educational requirement for this position, and cannot be waived.
Degree Equivalency Clause: Four years of direct experience for a bachelor’s degree.
• 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.
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.
