Finance and Operations Specialist

This position offers the potential for a hybrid work arrangement after the on-boarding phase and depending on operational needs. To be offered this position, you must be a U.S. Citizen or U.S. National as required by the U.S. Department of State.

The International Programs and Services office at the University of Minnesota Duluth campus provides high-quality international programs and support services to the university community to promote campus internationalization initiatives and global engagement. The Operations and Finance Specialist is responsible for daily operations, financial direction (with analysis, budgeting, auditing, and compliance), and leadership of the International Program and Services' office. In addition, the Operations and Finance Specialist is responsible for management of the Passport Acceptance Facility.

Pay Range: $50,000 to $62,000

Job Responsibilities

Financial Administration and Analysis (45%)

• Lead departmental and programming budget planning for the International Programs and Services Office and its units; provide advice as needed.
• Advise unit leaders on interpretation of University Finance policies
• Recommend, create, and implement program specific financial policies
• Analyze data related to program expenses and available resources to determine student program fees
• Make recommendations and implement changes to programs financial structure to ensure long-term viability and sustainability
• Serve as the department contact for the University's financial community
• Collaborate with unit leaders regarding payments to faculty for instructing study abroad courses, drafting letters and working with payroll staff to ensure payments are processed correctly
• Process departmental and program expense payments and/or reimbursements to vendors, faculty, staff, and students; work with multiple global currencies as needed
• Reconcile program budgets, procurement cards, and travel cards; resolving issues as they arise
• Request set-up of US and foreign vendors as needed for program success; Prepare cash advances and contracts for professional services
• Collaborate with accountant for entering budget data into U of M's systems
• Oversee year-end budget close processes
• Oversee student billing of program fees; calculating fees for each student depending on the participated programs, housing options, etc.; collaborate with Student Financial Services as needed
• Reconcile payroll; verify overall amounts are accurate and charged to the correct EFS strings
• Reconcile scholarship awards to funding sources; provide reports as needed to director
• Oversee program cancelation and refund policies

Passport Office Oversight and Leadership (20%)

• Act as the primary UMD contact for the US State Department and Regional Passport Agency
• Serve as lead passport acceptance agent; provide oversight and work direction to other acceptance agents
• Oversee passport office operations; staying up to date on regulations, updating office practices as needed, create and submit annual certification application
• Directly supervise the Passport Acceptance Agent/Passport Facility Manager
• Manage training of other acceptance agents
• Manage office budget, reconcile income with expenses, and process deposits

Office Operations (15%)

• Oversee office operations; analyze, provide recommendations for improved efficiency and effectiveness, implement changes as needed
• Maintain office records and files; determining when to eliminate records according to University and unit records retention policies and schedules
• Advise on University policy application, provide training and create related communications
• Unit Time and Absence Approver for student workers and serve as backup for staff time and absence requests
• Create student worker schedule; provide work direction and continued training for work assignments .
• Conduct studies, make recommendations, and implement changes regarding space and technology use

Scholarships and Outreach (15%)

• *Participate in outreach, recruitment, and marketing events to students as well as academic and student service departments
• Recommend and implement strategies for student outreach and increasing program enrollments
• Lead Study Abroad Scholarship Committee; recruit and train committee members, oversee application process and scoring, recommend awards to director, oversee award letters creation and distribution
• Collaborate with other campus offices such as UMD Stores, Business Office, Facilities Management, Student Financial Services, etc.
• Collaborate with the University offices across the system such as Office of General Council, Global Programs and Strategy Alliance, the Learning Abroad Center, Office of Student Finance, Purchasing, etc.. as needed
• Be available to regularly meet with students to answer questions regarding their study abroad program finances
• Participate in university groups and outside professional organizations to support growth and professional development

Other Duties as assigned (5%)

Required Qualifications

• Must be a U.S. Citizen or U.S. National as required by the U.S. Department of State.
• BA/BS with at least 2 years of experience or a combination of related education and work experience equal to six years.

Preferred Qualifications

• Familiarity or experience working with international processes in either a business setting or in a higher education institution.
• Apply knowledge and skill to a complex set of recurring tasks or activities with emphasis typically on precision, organization, and timeliness of execution.
• Demonstrated experience in accounting/fund accounting, budget development, and/or other financial administration.

Working at the University

At the University of Minnesota, you'll find a flexible work environment and supportive colleagues who are interested in lifelong learning. We prioritize work-life balance, allowing you to invest in the future of your career and in your life outside of work.

The University also offers a comprehensive benefits package that includes:

• Competitive wages, paid holidays, and generous time off
• Continuous learning opportunities through professional training and degree-seeking programs supported by the Regents Tuition Benefit Program
• Low-cost medical, dental, and pharmacy plans
• Healthcare and dependent care flexible spending accounts
• University HSA contributions
• Disability and employer-paid life insurance
• Employee wellbeing program
• Excellent retirement plans with employer contribution
• Public Service Loan Forgiveness (PSLF) opportunity
• Financial counseling services
• Employee Assistance Program with eight sessions of counseling at no cost

Please visit the Office of Human Resources website for more information regarding benefits.

Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will be given the opportunity to complete an online application for the position and attach a cover letter and resume.

Additional documents may be attached after application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section.

To request an accommodation during the application process, please e-mail employ@umn.edu or call (612) 624-8647.

The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds.

The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U: http://diversity.umn.edu

Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.

University of Minnesota, Duluth (UMD)

The University of Minnesota, Duluth (UMD) consistently ranks among the top Midwestern, regional universities in U.S. News and World Report's "America's Best Colleges" issue.

Overlooking Lake Superior, UMD provides an alternative to both large research and small liberal arts environments and attracts students looking for a personalized learning experience on a medium-sized campus of a major university. A firm liberal arts foundation anchors a variety of traditional degree programs, as well as professional and graduate students that draw on UMD's many research institutes and labs.

At the University of Minnesota, we are proud to be recognized by the Star Tribune as a Top Workplace for 2021, as well as by Forbes as Best Employers for Women and one of America's Best Employers (2015, 2018, 2019, 2023), Best Employer for Diversity (2019, 2020), Best Employer for New Grads (2018, 2019), and Best Employer by State (2019, 2022).