Manager, Student Organization Business

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GENERAL DESCRIPTION:

The Manager, Business & Financial Operations (hybrid) is an integral member of the Department of Student Activities & Student Organizations & Student Life departments.

Primary responsibilities include serving as co-advisor to the Student Activity Fee Allocation Committee (SAFAC) and Graduate Activity Fee Allocation Committee (GAFAC) and as the Manager, Business & Financial Operations for the approximately 300 Committee on Student Organizations (COSO) registered student organizations.

This position requires strong analytical and organizational skills, the ability to set strategic priorities for the Department of Student Activities & Student Organizations business and finance area and the student organization community, and a commitment to enhancing the student experience based on the priorities set by the department and Division of Student Affairs. Also requires excellent oral and written communication skills with a commitment to customer service and the ability to work with minimal supervision.

PRIMARY DUTIES AND RESPONSIBILITIES:

Financial Responsibilities - 70%

• Serves as financial advisor to the Student Activity Fee Allocation Committee (SAFAC), which is responsible for the allocation of over $2 million in student activity fee funding, along with the Associate Director of Student Activities & Student Organizations.
• Attends SAFAC meetings and works with student leaders to ensure policies and procedures are followed.
• Manages the transfer of funding from SAFAC to individual student organization accounts as needed per approved minutes.
• Works closely with SAFAC Treasurer to ensure accuracy in monthly financial reporting.
• Prepares month-end financial reporting for SAFAC to ensure department is staying within approved budgetary parameters.
• Manages fiscal year-end responsibilities as directed by Student Affairs Financial Operations.
• Maintains records of all capital items purchased by student organizations.
• Serves as primary financial custodian of all accounts assigned to COSO-registered groups.
• Processes and/or approves financial documents including purchase orders, interdepartmental requisitions, business expense reimbursements, check requisitions and work orders.
• Facilitates discrepancies associated with disbursed checks in collaboration with Accounts Payable.
• Assists with the purchasing of goods, services, and travel for student organizations.
• Monitors and audits all COSO-related accounts to ensure organizations are properly managing funds. Including creating new account programs for COSO approved student organizations and ensuring that account deficits are addressed appropriately.
• Advises students on current University of Miami policies and procedures related to finances, disbursements, SAFAC, and accounts payable and provides training on various accounts forms and processes.
• Provides guidance to student organization advisors in all matters pertaining to organizational accounts.
• Prepares additional documents and reports as requested in an effort to improve efficiencies and provide recommendations on funding management.
• Illustrates monthly financial trends using collected data for SAFAC, GAFAC, and the Student Organization Store.
• Serves as the co-advisor to the Graduate Activity Fee Allocation Committee (GAFAC).
• Coordinates and oversees the operational tasks related to GAFAC to include online applications, meeting dates and locations, and selections of representatives.
• Attends bi-weekly GAFAC meetings throughout the year and acts as a resource to the Committee to ensure all actions are in accordance with the GAFAC constitution.
• Present at graduate student orientation and other graduate student events on behalf of GAFAC.
• Reviews and processes approved meeting minutes to correctly reflects approved actions of committee.
• Reviews, authorizes and tracks student reimbursements to ensure all backup support is received and correct amount of funding is reimbursed to student.
• Serves as a resource to graduate students in answering questions as it relates to GAFAC funding.
• Works with co-advisor on marketing materials for GAFAC.

Administrative Responsibilities - 30%

• Manages the Department of Student Activities & Student Organizations business & finance area, inclusive of supervising a Senior Financial Assistant, and student finance interns. Responsible for hiring, training, performance reviews, and reviewing and approving timecards for financial interns and Sr. Financial Assistant.
• Develops strategic priorities for SASO business and finance area including setting goals based on assessment and data trends.
• Oversees the responsibilities related to the maintenance of the Student Organization Store as managed by the Sr. Financial Assistant
• Works closely with the Student Affairs Financial Operations to ensure accuracy of ledger reconciliation relating to the Student Organization Store
• Reconciles taxes for tangible goods monthly for the Student Organization Store
• Manages all student organization payment site transactions and ensures funding is allocated to correct organizational accounts monthly.
• Collaborates with Alumni Relations to update listing of current approved student organizations for student organization giving site.
• Maintains office records, files, and answers inquiries.

KNOWLEDGE, SKILLS, ABILITIES:

• The Manager, Business & Financial Operations must be able to work in a complex environment with the skills to manage multiple tasks and deadlines, establish priorities, set objectives, and achieve stated goals with attention to detail.
• High level knowledge of Excel and proficiency in Microsoft Office applications and accounting systems required.
• Ability to effectively train others and give presentations as required regarding university policies and procedures.
• Ability to read and decipher data on source documents to be entered.
• Ability to understand and follow oral and written (including narrative, tabular, and graphical) instructions.
• Ability to maintain the confidentiality of highly sensitive information.
• This position requires excellent customer service, organization, and planning skills.
• Experience working with current University financial systems preferred (Workday)
• Works closely with internal stakeholders in an effort to improve processes and address customer needs.
• Serves as liaison between the Department of Student Activities and Student Organizations and outside vendors, agencies, and other departments.

EDUCATION AND WORK REQUIREMENTS:

• Bachelor's degree in accounting, business, finance, or related field and two years' experience required.
• Provides occasional support at university events after business hours.

The University of Miami is an Equal Opportunity Employer - Females/Minorities/Protected Veterans/Individuals with Disabilities are encouraged to apply. Applicants and employees are protected from discrimination based on certain categories protected by Federal law. Click here for additional information.

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