Assistant Director, Operations

Assistant Director, Operations

University of Portland

Job Code: A71306

Job category: Full Time Staff

Terms and Hours: Full Time Exempt

Salary Range: Starting Salary at
$53,791; commensurate with experience

Job Summary

Core Duties

• Serve as a liaison with external vendors and internal partners
  regarding system enhancements, integrated implementations, testing and upgrades for Student Account payment platforms and billing
  systems.
• Complete research for the Director of Student Accounts as needed, making technology and process improvement recommendations
  based on analysis and research.
• In partnership with the Director of Student Accounts, assist in development of system functionality,
  upgrades, system modifications, day-to-day problem analysis, issue tracking, and resolution for area of responsibility.
• Oversee
  third-party data requests and year end audit processes, working directly with internal and external stakeholders to provide data, ensuring
  compliance with federal, state, and institutional policies.
• Provide customer service and thorough communication on a variety of
  topics and issues related to Student Accounts to University students, staff, parents, and community members.
• Respond to inquiries
  through in-person and various communication methods including phone and email. Handle a variety of difficult customer situations and
  disputes while using sensitivity, diplomacy, and patience.
• Provide administrative and transactional support on behalf of the
  university including but not limited to processing student payments and refunds, and assisting students or parents with questions regarding
  their accounts.
• Reconcile student account balances and resolve discrepancies in collaboration with Financial Aid, Registrar, and IT
  departments.
• Maintain accurate records of student financial activity and ensure data integrity across systems.
• Assist with
  1098-T processing and other tax-related documentation managed within Student Accounts.
• Provide key support duties for month-end and
  year-end closing procedures.
• May supervise staff and or student employees as needed. Supervisory responsibilities include hiring
  processes, setting of expectations, training and development, performance management, and disciplinary processes including termination of
  employment.

Education & Experience

• Required:
  Bachelors degree.
• Required: Four or more years of professional experience in accounts receivable.
• Preferred: Experience
  managing vendor receivables and/or third party billing
• Preferred: Experience in Higher Education and experience with Ellucian Banner
  enterprise system.
• Or a combination of equivalent education and/or experience.

Certifications & Licenses

• None.

Knowledge, Skills & Abilities

• Strong attention to detail and accuracy.
• Strong skills in
  analytical problem solving and ability to prioritize and manage issues and tasks.
• Effectiveness with numerical problem solving
  (including arithmetic and algebra); ability to review and analyze simple to more complex numerical information.
• Demonstrated
  knowledge of accounts receivable information systems, cash controls, collections and cashiering.
• Demonstrated ability to work
  collaboratively to accomplish organizational goals, communicate clearly, manage conflict, perform detailed work and analyze complex
  information.
• Excellent customer service skills.
• Ability to maintain confidentiality and effectively handle highly-sensitive
  and personal information with sound judgment, tact, and discretion and in accordance with applicable state and federal laws.
• Strong
  orientation towards taking ownership of projects and assignments and being proactive with projects, assignments, and making process
  improvements.
• Strong orientation towards continued learning and applying learning in the work setting.
• Ability to work
  independently but also to constructively receive supervisory direction and work effectively in a team setting.
• Strong verbal and
  written communication skills.
• Strong ability to work collaboratively, accomplish organizational goals, communicate clearly, and act
  proactively.
• Ability to consistently handle and follow through with multiple projects and assignments and meet deadlines; ability to
  be flexible and adaptable to changing priorities; ability to function effectively in a busy work environment.
• Competence with and
  commitment to inclusive excellence; ability to be an effective partner with diverse students, faculty, and staff.
• Ability to
  establish effective working relationships, professional rapport, and effectively accomplish work within a University setting that includes a
  wide array of individuals, groups, policies, and processes.
• Effective ability to use and learn computers, technology, software, and
  applications at level of sophistication required for the duties of the position, including, without limitation, Microsoft Office (Outlook,
  Word, Excel, and PowerPoint), the internet, and computerized maintenance management systems.
  • All University of Portland positions
    require the ability to quickly learn and use new technologies, software, and applications in depth and at level of proficiency required for
    duties of the position. In most situations, the necessity of learning, using, and supporting new technologies, software, and/or applications
    does not change a job description nor make the position one that involves higher level duties.
  
  

Physical
Requirements

• Frequently: sit, perform desk-based computer tasks; use fine manipulation and grasp; use a telephone; write by
  hand; sort and file paperwork.
• Occasionally: stand and walk; twist; lift, carry, push, and pull objects that weigh up to 25
  pounds.
• Occasionally: ability to attend events and activities on or off campus.
• Frequently: ability to interact and
  communicate with members of the University and others as necessary.

Working Conditions

• Hours of employment:
  sometimes may require working flexible and/or longer hours, including nights and weekends, when necessitated by projects.
• Stress
  from work-related situations such as those involving challenging, important, urgent, time-sensitive, or multiple matters.

Work Standards

• Respect for the Universitys mission and Catholic identity: demonstrates commitment to learning,
  respecting, and contributing to the mission of the University, a Catholic and Congregation of Holy Cross institution. The Universitys
  mission statement states in relevant part: “we pursue teaching and learning, faith and formation, service and leadership in the classroom,
  residence halls, and the world.” The Universitys Statement of Inclusion states in relevant part: “Our belief in the inherent dignity of each
  person is founded upon the social teaching of the Catholic Church. At the center of that teaching is the fundamental mandate that every
  person, regardless of race, color, religion, gender, sexual orientation, social or economic class, age, or disability shall be treated with
  respect and dignity.”
  • The full Mission Statement is at: www.up.edu/about/mission.
  • The full Statement of Inclusion is at:
    www.up.edu/disclosures/inclusion.
  
  
• Promote culture of safety: demonstrates commitment to personal responsibility and value
  for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned.
• Compliance with
  laws and policies and procedures: subject to and expected to comply with all applicable University, departmental, and other applicable
  policies and procedures, including but not limited to, the personnel, business, and/or other policies of the University.
• Compliance
  with driving-related laws and requirements: when conducting university business while driving, must comply with the Oregon Vehicle Code and
  University of Portland driving requirements.
• Interpersonal skills: demonstrates the ability to work professionally with all
  University of Portland community members, external organizations, and any other person or organization employee interacts with in his or her
  University capacity.

Special Instructions Summary

To apply, please visit: https://uportland.peopleadmin.com/postings/4970

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