Mellon Program Specialist (temporary OPS)

Fiscal & Business Specialist

Center for Career & Professional Development (CCPD), reporting to the Division of Student Success, is the university's centralized career planning and employment assistance service for USF students and alumni. The programs in the CCPD are designed to help students and graduates assess, explore, develop, and implement their career goals, gain employability skills and career-related experiences, prepare for a successful transition into graduate/professional school or the labor market, and connect with employers to obtain part-time jobs, internships, cooperative education, and professional employment. The CCPD holds the values of community, excellence, integrity, service, and well-being at the core of all they do.

Reporting to the Director for Operations & Marketing, the Fiscal & Business Specialist provides support for the business and financial transactions associated with the facilitation of the Mellon Humanities Internship Program with the University of South Florida (USF). Responsibilities will include preparing and issuing invoices to employers, processing incoming payments, reconciling accounts, and ensuring financial records for a grant are accurate and up to date. The Fiscal & Business Specialist will work collaboratively with the Mellon Program Experiential Learning Coordinator and Assistant Director of Internship Development, as well as provide outreach to external employers as needed.

The Fiscal & Business Specialist will assume responsibility for preparing and issuing invoices and ensuring timely processing of payments. Manages and reconciles grant funds and monitors expenditures, works with the Principal Investigator (PI) and Co-PI, USF Foundation to provide grant budget updates. Communicates professionally to employers and university to resolve billing issues and solicit payment in a timely manner.

Responsibilities

60%: Prepare, issue, and send invoices to employers accurately and on schedule. Process and record incoming payments, ensuring correct application to accounts. Reconcile accounts receivable ledger to ensure all payments are accounted for and properly posted. Monitor accounts for outstanding balances and follow up on overdue payments in a professional manner. Generate regular reports on billing, collections, and payment status.

20%: Communicate with employers professionally through email, phone, and other channels as needed. Ensure compliance with USF and USF Foundation policies and relevant accounting regulations.

15%: Collaborate with internal teams to resolve discrepancies or billing issues promptly. Maintain accurate and organized financial records and documentation.

5%: Other duties as assigned

Qualifications

Minimum Qualifications:

• 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 Qualifications:

• Proficient in accounting software and Microsoft Excel.
• Strong attention to detail and accuracy.
• Excellent written and verbal communication skills.
• Ability to manage multiple tasks and meet deadlines.
• Professional demeanor and strong customer service orientation.
• Knowledge of standard accounting principles.
• Problem-solving mindset and ability to work independently.

About Us

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.

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.

This position may be subject to a Level 1 or Level 2 criminal background check.

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.