Assistant Director, Operations

Assistant Director, Operations

Bookmark this Posting Print Preview | Apply for this Job

 Position Information 

Job Title  | Assistant Director, Operations
Department  | Student Accounts
Job Code  | A71306
Job category  |
Terms and Hours  | Full Time Exempt
Salary Range  | Starting Salary at $53,791; commensurate with experience

Job Summary  | The Assistant Director, Operations is responsible for supporting the daily operations within Student Accounts to ensure system processes provide timely financial transactions, maintain account integrity, and meet compliance measures while meeting customer service expectations and institutional goals. This position requires collaboration with the University Information Systems and other internal partners to help troubleshoot, maintain and develop the various technical systems used in Student Account’s Office. This position is an entry level Assistant Director position that will directly collaborate with and report to the Director of Student Accounts.
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.

Other duties as relevant to the duties of the position or as assigned by supervisor or designee.

Please note that the above list of duties is not comprehensive but generally demonstrates the types of matters under this position’s purview and responsibility.

Education & Experience  | Required: Bachelor’s 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 University’s 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 University’s 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 University’s 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.

Benefits  | Benefits: Medical and dental insurance, life insurance, sick time and vacation time consistent with University policies, long-term disability insurance, flexible spending account benefits, tuition remission benefits generally starting after 90 days (employee) or 2 years (spouse and children) of employment, retirement contributions generally starting after 2 years of employment, and eligibility for the University’s home purchase assistance program consistent with program requirements. (Benefits are subject to all relevant University policies, practices, contracts, and any other relevant materials.)

 Posting Detail Information 

Posting Number  | S342-2023
Number of Vacancies  | 1
Estimated Start Date  |
Open Date  |
Close Date  |
Open Until Filled  | No
Special Instructions Summary  | 

Required Documents

Supplemental Questions

Required fields are indicated with an asterisk (*).

Contact
 University of Portland
 5000 N. Willamette Blvd
 Portland, Oregon
 97203-5798
 503.943.8484
 recruitment@up.edu