Seminole Clubs Fiscal Specialist at InsideHigherEd

Job Title: Seminole Clubs Fiscal Specialist Location: Tallahassee, FL Regular/Temporary: Regular Full/Part Time: Full-Time Job ID: 60775 Department FSU Division of University AdvancementFlorida State University is currently in the leadership phase of a comprehensive campaign. As the leadership phase of the campaign begins, the Division of University Advancement is accelerating the hiring of additional Accounting professionals campus-wide and is excited to build out its team. For Advancement professionals who are interested in being a part of a comprehensive campaign from the beginning for their career development, the timing is ideal to join our team.Responsibilities This position is responsible for the comprehensive financial management and fund administration of the Florida State University (FSU) Alumni Association’s Seminole Clubs. Works closely with Seminole Clubs officers to file appropriate financial statements and ensure regulatory compliance with the Internal Revenue Service (IRS). Administers scholarship programs, and serves as a liaison between the Alumni Association, Seminole Club leadership, and internal university partners. The role reinforces collaborative relationships and upholds the Association's mission through oversight, training, and support initiatives and oversees the successful implementation of all related functions.Manages the dissemination, collection, and review of all financial reports from the Seminole Clubs, ensuring accurate completion in a timely manner. Develops and maintains checklists and tracking documents related to club financials. Oversees club systems in QuickBooks Online software to ensure data integrity and accuracy of financial information. Prepares annual group exemption update to the Internal Revenue Service. Oversees and coordinates updates to all financial sections of the Seminole Club Handbook and QuickBooks manual, annually. Files tax returns annually by required deadlines on behalf of the Seminole Clubs and/or works with the external auditor to obtain their assistance with filings. Maintains strong working relationships with the FSU Foundation accounting office and consultants in contact with the Alumni Association for handling club financial matters, as well as representatives of the Internal Revenue Service to ensure Seminole Club financial documents are submitted accurately and in a timely manner.Administers endowed and non-endowed Seminole Club scholarships, and administers scholarships reviewed and selected by the Scholarship and Student Success Committee in collaboration with the committee’s staff lead. Coordinates with the FSU Foundation to ensure scholarship agreements meet Foundation policy. In collaboration with the Associate Director of Seminole Clubs, serves as liaison to Seminole Club leaders for all financial matters.Leads change management efforts related to financial policies and procedures for the Seminole Clubs. Coordinates communication and rollout plans for new or updated financial processes, ensuring clarity, consistency, and stakeholder understanding. Solicits and incorporates feedback from club leaders and internal partners to inform policy adjustments and system improvements. Monitors the adoption of new financial policies across clubs and provides coaching or corrective support as needed. Partners with the Volunteer Engagement and Communications teams to create training materials, webinars, and messaging campaigns to build awareness and alignment. Tracks implementation milestones and ensures a smooth transition during financial system updates or policy transitions.Develops and implements process improvements to enhance the efficiency and accuracy of Seminole Club financial operations. Provides training for the Seminole Clubs’ treasurers on appropriate QuickBooks procedures and financial best practices. Conducts internal audits and spot checks on club financial submissions to ensure compliance and best practices are upheld.Occasionally staffs various Alumni Association functions and/or events. Protects confidential information. Other related duties as assigned.Qualifications A Bachelor's degree and two years of experience; or a high school diploma or equivalent and six years of experience. (Note: a combination of post high school education and experience equal to six years.)Valid FL or GA Driver's License or the ability to obtain upon hireHelpful Who is an ideal candidate for this position? An ideal candidate for this position would be someone with a strong background in financial management, particularly within nonprofit or university-affiliated organizations. They should possess expertise in fund administration, IRS compliance, and scholarship coordination, as well as proficiency in QuickBooks Online and financial reporting systems. The role demands attention to detail, organizational skills, critical thinking, and the ability to manage multiple deadlines. Strong communication and interpersonal abilities are essential, as the candidate will serve as a liaison between Seminole Club officers, internal university partners, and external stakeholders. Experience in policy implementation and volunteer training would be highly beneficial. Above all, the candidate should be proactive, ethical, and passionate about supporting alumni engagement and student success.What is a typical day in this position? A typical day in this position involves a blend of administrative tasks, strategic planning, and collaborative engagement. The day might begin with reviewing financial reports submitted by Seminole Clubs and updating tracking documents to ensure timely and accurate reporting. The individual would likely spend time auditing entries in QuickBooks Online, responding to inquiries from club treasurers, and coordinating with the FSU Foundation regarding scholarships. In the afternoon, the role may involve hosting training sessions or webinars for club officers, implementing new financial policies, and conducting spot checks on Club QuickBooks Online accounts.What can I expect in the first 60-90 days? During the first 60 to 90 days, the new hire can expect a structured onboarding process that includes meeting key stakeholders, gaining access to financial systems, and familiarizing themselves with existing policies and procedures. In the initial weeks, they’ll shadow current processes and begin reviewing recent financial submissions to identify trends and areas for improvement. As they settle in, they’ll start building relationships with club leaders and internal partners, conduct initial reviews of QuickBooks Online accounts, and begin contributing to scholarship administration. By the second month, they’ll lead training sessions, draft updates to financial manuals, and initiate change management efforts for new policies. Filing tax returns, coordinating IRS updates, and launching support initiatives will also become part of their responsibilities. The goal during this period is to establish credibility, identify gaps, and lay the foundation for long-term success in managing the Seminole Club's financial operations.University Information One of the nation's elite research universities, Florida State University preserves, expands, and disseminates knowledge in the sciences, technology, arts, humanities, and professions, while embracing a philosophy of learning strongly rooted in the traditions of the liberal arts and critical thinking. Founded in 1851, Florida State University is the oldest continuous site of higher education in Florida. FSU is a community steeped in tradition that fosters research and encourages creativity. At FSU, there’s the excitement of being part of a vibrant academic and professional community, surrounded by people whose ideas are shaping tomorrow’s news!Learn more about our university and campuses.FSU Total Rewards FSU offers a robust Total Rewards package. Visit our website to learn more about our Compensation, Benefits, Wellness, Recognition, and Employee Development programs.Use our interactive tool to calculate Total Compensation options based on potential salary, benefits and retirement contributions, earned leave, and other employment-related perks.How To Apply If qualified and interested in a specific job opening as advertised, apply to Florida State University at https://jobs.fsu.edu. If you are a current FSU employee, apply via myFSU > Self Service.Applicants are required to complete the online application with all applicable information. Applications must include all work history up to ten years, and education details even if attaching a resume.Considerations This is an A&P position.This position requires successful completion of a criminal history background check.This position is being advertised as open until filled.This position is being re-advertised. Previous applicants need not reapply.Equal Employment Opportunity FSU is an Equal Employment Opportunity Employer.