Manager, Study Abroad Operations

Department

College Study Abroad

About the Department

College Study Abroad Team

Job Summary

The Study Abroad Operations Manager joins a collegial and collaborative office as the manager of expenditures, projections, and reconciliation of program and office funds. Serves as a subject matter expert on University of Chicago systems and financial administration (Oracle, Orbit, ServiceNow, PaymentWorks, and GEMS/Concur). Serves as the primary liaison to Financial Services and manages relationship with vendors, on-site agents, faculty, graduate, and undergraduate students regarding the processing of payments and reimbursements. Manages the appointment process for graduate students and instructors. Drafts and edits program and office budget proposals, working closely with the Director and Senior Associate Director. Tracks and prepares monthly projections.

The ideal candidate will have experience with budgets, managing financial tasks, and an interest in study abroad and higher education administration. The Operations Manager must also be able to work cooperatively with coworkers, international partners, staff from other units of the University, faculty, and students. This position is an excellent opportunity to gain experience in a study abroad office that benefits from strong faculty partnerships and institutional support. The Operations Manager is a full-time, year-round position and may require occasional domestic and/or possible international travel.

Responsibilities

• Serves as an account administrator in a highly customer service- and team-oriented environment.
• Completes payment requests (ACH, wire transfers, etc.) for invoices and reimbursements, records expenses.
• Prepares spending projections and monthly projection reports.
• Oversees, maintains, reconciles, and corrects errors in accounts.
• Reconciles ledgers monthly.
• Manages and processes study abroad student stipends including Summer International Travel Grants and Odyssey scholar funding.
• Primary office liaison to Financial Services.
• Prepares and submits GEMS (expense management system) reconciliation reports on behalf of Study Abroad leadership team.
• Communicates with faculty and graduate students regarding travel, per diem, and reimbursements.
• Prepares per diem and flight reimbursements for graduate students and outside instructors.
• Drafts annual budget request and works closely with Senior Associate Director on final submission.
• Creates tools and systems for tracking program expenditures, including budget and expense spreadsheet templates for on-site administrators and graduate assistants.
• Tracks and processes incoming funds, including deposit returns, withdrawal fees, etc.
• Assists in implementing innovative solutions to improve the accuracy and efficiency of the office’s financial processes.
• Researches, analyzes, and makes recommendations on foreign currency conversion rates.
• Represents Study Abroad at meetings and/or professional conferences.
• Manages the office’s process for hiring administrative program support roles and appointing outside instructors.
• Prepares and tracks appointment materials.
• Initiates the appointments of graduate students and instructors in collaboration with the Office of the Dean of the College and the Office of the Provost.
• Compiles and advances appointment dossiers in Interfolio.
• Maintains updated appointment process standards.
• Manages process of setting up new international and domestic partners as vendors.
• Communicates with vendors and suppliers regarding required paperwork and payments.
• Troubleshoots vendor payment issues, as necessary.
• Maintains all office financial records.
• Maintains office supplies.
• Submits all office orders.
• Designs charts and other graphics to illustrate and compare projections and budgets.
• Provides professional support as a primary account administrator for account owners in an intensive customer service environment.
• Analyzes and prepares budgets, creates accounts, and works with the financial accounting system to allocate, authorize, monitor, and control expenses.
• Performs other work as needed.

Minimum Qualifications

Education:

Minimum requirements include a college or university degree in related field.

Work Experience:

Minimum requirements include knowledge and skills developed through 2-5 years of work experience in a related job discipline.

Certifications:

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Preferred Qualifications

Education:

• Bachelor’s degree.

Experience:

• At least 2 years of