Financial Operations Specialist

If you have any questions about the position or our application process, reach out to us at recruiting-u@smith.edu.

Global Studies Center

Job Description

This is a 52-week position working 26.25 hours per week.

Job Summary

The Financial Operations Specialist is responsible for the coordination of Global Studies Center budget processes which includes study abroad and international student and scholar budgets and gift fund accounts, and ensuring the financial integrity of complex budget accounts representing approximately $9 million. This includes coordination of the budget submission process, reporting, reconciliation, and analysis of Smith programs abroad budgets (traditional Smith Programs Abroad and Faculty-led Global Experience programs); Direct Enroll university accounts; the Home School Fee accounts; International Experience Grants; and the operating budget accounts of the Global Studies Center.

Take appropriate actions to support a diverse workforce and participate in the College's efforts to create a respectful, inclusive, and welcoming work environment.

Essential Functions

Budget process management and analysis

• Establish and maintain accurate accounts payable and reporting systems for a complex set of over 68 international program affiliates, including universities, program providers, and service vendors; as well as Smith program accounts abroad and students’ direct deposit stipends; representing total departmental budgets of approximately $9 million.
• Reconcile accounts on a monthly basis and ensure that discrepancies are brought to the attention of the Director or appropriate budget manager and, as needed, to the Controller’s Office.
• Coordinate reconciliation of account transfers, program refunds or unrecoverable program charges with the Controller’s Office and/or Student Financial Services.
• Review, reconcile and provide regular reports for department organizational accounts to the Director.
• Conduct research on program cost structures and provide analysis of cost projections for fiscal year budgeting process
• Assists the Director and others in the annual preparation and submission of budget projections and requests.
• Identify, develop and assist in the design of accounting and budget management systems needed to support new and ongoing program management, in coordination with the Director, ITS and the Controller’s Office.

Financial administration

• Administer timely processing of payments to international program providers, including check requests, wire transfer requests, and credit card direct payments.
• Prepare payment requests for student stipends, grants, and discretionary funding, including emergency funding requests, International Experience Grants, and other grants administered by the Global Studies Center.
• Manage and oversee reporting for all departmental credit card charges and accounts, ensuring journal transfer to appropriate accounts as needed.

Communication, training, and staff support

• Serve as principal liaison with accounts payable, student financial services, controller's office, cashier's office, and international program providers and institutions.
• Provide regular communication with on-site Directors of Smith programs abroad regarding budget reports and expense reconciliation.
• Communicate directly with students and parents regarding student stipends, including appeals of stipend amounts.
• Develop and deliver budget training to Smith program staff responsible for oversight of study abroad program budgets.
• Implement, monitor, evaluate and communicate budget policies and procedures to office staff and program staff, in coordination with the Director.

All employees are expected to participate in the College's efforts to create a respectful, inclusive, and welcoming work environment.

Minimum Qualifications (knowledge, skills, education, experience, certifications, licenses)

Associate’s degree or equivalent, plus one to three years of relevant experience, or an equivalent combination of education and/or experience.
Financial accounting and budget reporting experience required.

Experience working with individuals from diverse backgrounds.

Preferred Qualifications

Experience explaining complex financial matters to a range of stakeholders, including students and parents.

Skills

Ability to organize and prioritize work, take initiative, resolve problems, and manage multiple tasks simultaneously. Excel