OPS or Student Fiscal Assistant, UF/IFAS Extension Business Services
About The Position
Fiscal & Purchasing Support: · Prepare, upload, and track invoices in UF financial systems; process carts and manage the unassigned queue within MyUFMarketplace. · Review duplicate payments and monitor check payment completion. · Maintain and update the daily transaction log spreadsheet; record and verify purchases. · Assist with office supply inventory, purchasing, and coordination with team members. · Triage and manage email communications between UF/IFAS Extension Business Services and statewide departments. · Process agreements and contracts using Intake Forms in MyUFMarketplace with follow-up as needed. · Enter transaction details and support monthly reconciliations. · Prepare journal entries using information provided by the Accounting Manager. Administrative & Office Operations · Greet and assist visitors, answer phones, relay messages, and ensure office coverage in coordination with other staff. · Assist with the management of Space Inventory and Allocations. · Triage new assets and distribute UF decals to departments throughout Florida. · Maintain electronic State Vehicle records, including Vehicle Use Records, inspections, and driver license documentation. · Prepare and deliver deposits to Treasury Management. · Perform special projects and administrative tasks as assigned by leadership. · Special projects as assigned
Requirements
- High School degree
- Strong communication and interpersonal skills; professional interaction with faculty, administrators, staff, and students
- Ability to manage multiple tasks, prioritize effectively, and work both collaboratively and independently
- Basic proficiency in Microsoft Teams, Word, Excel, PowerPoint, Adobe, and Outlook
Nice To Haves
- Experience with UF fiscal systems (MyUFL, MyUFMarketplace) and reconciliation processes
- Knowledge of common office procedures, written and verbal communication practices, and basic arithmetic
- Strong organizational skills and ability to meet deadlines
- Interact with administrators, faculty, staff, & students in a professional manner
- Able to meet deadlines and work independently by organizing and coordinating work assignments in a cohesive plan
Responsibilities
- Prepare, upload, and track invoices in UF financial systems
- Process carts and manage the unassigned queue within MyUFMarketplace
- Review duplicate payments and monitor check payment completion
- Maintain and update the daily transaction log spreadsheet
- Record and verify purchases
- Assist with office supply inventory, purchasing, and coordination with team members
- Triage and manage email communications between UF/IFAS Extension Business Services and statewide departments
- Process agreements and contracts using Intake Forms in MyUFMarketplace with follow-up as needed
- Enter transaction details and support monthly reconciliations
- Prepare journal entries using information provided by the Accounting Manager
- Greet and assist visitors, answer phones, relay messages, and ensure office coverage in coordination with other staff
- Assist with the management of Space Inventory and Allocations
- Triage new assets and distribute UF decals to departments throughout Florida
- Maintain electronic State Vehicle records, including Vehicle Use Records, inspections, and driver license documentation
- Prepare and deliver deposits to Treasury Management
- Perform special projects and administrative tasks as assigned by leadership
- Special projects as assigned
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What This Job Offers
Job Type
Part-time
Career Level
Entry Level
Education Level
High school or GED
Number of Employees
5,001-10,000 employees
