Job Posting Title:

Financial Operations Specialist

Job Description:

Overview:

Reporting to the Financial Operations & Student Account Manager, the Financial Operations Specialist will provide comprehensive financial operations and student account support to the Financial Operations team.
 

The general duties of the Financial Operations Specialist will include interfacing with the community (staff, faculty, and students, alike) and providing day-to-day financial operations support including but not limited to accepting student tuition payments and KGI Cash deposits, initiating, reviewing, and reconciling financial transactions, and managing the various departmental email addresses.

Keck Graduate Institute (KGI) was founded in 1997 as the first higher education institution in the United States dedicated exclusively to education and research related to the applied life sciences. KGI offers innovative postgraduate degrees and certificates that integrate life and health sciences, business, pharmacy, engineering, and genetics, focusing on industry projects, hands-on industry experiences, and team collaborations. KGI employs an entrepreneurial approach and industry connections that allow students to become leaders in healthcare and the applied life sciences.
 

Located in beautiful Claremont, California, KGI is a member of the Claremont Colleges, a consortium of five undergraduate liberal arts colleges, two graduate institutions, and The Claremont Colleges Services, which provides shared institutional support services. Each nationally recognized college has its own campus, students and faculty, and distinctive mission, and each offers top-notch curricula, small classes, distinguished professors, and personalized instruction. The Claremont Colleges consistently place at the top of national college rankings, including Forbes, Money and U.S.  News and World Report, and the Princeton Review.

Education and Experience:

A high school diploma or equivalent is required, along with one year or more of experience in a business or student accounts office supporting a complex administrative department, preferably within higher education or a not-for-profit institution. A bachelor’s degree is preferred. An equivalent combination of education, training, and experience that provides the required knowledge, skills, and abilities to perform the duties of the position may be considered.  Familiarity with The Claremont Colleges is desirable.

Essential Functions and Responsibilities:  Individuals must possess knowledge, skills and abilities to successfully perform the essential function of the position or be able to explain or demonstrate how the essential functions may be performed, with or without, reasonable accommodations, using some other combination of skills and abilities.

• Serve as the first point of contact for the Finance office: Face-to-face, phone calls, and emails finance@kgi.edu, student_accounts@kgi.edu, purchasing@kgi.edu, and reimbursement@kgi.edu
  • Finance: Answer community questions, redirecting necessary emails to the appropriate team member.
  • Student Accounts: Communicate when tuition bills are accessible, deadlines are approaching, holds or late fees are placed, etc. Send notices to students who have outstanding balances. Respond to general student account-related questions. Direct students to appropriate departments for non-student account questions. Assist students/parents in understanding their bill and payment schedules.
  • Purchasing: Assist with processing purchase orders as needed.
  • Reimbursement: Review ad hoc payments and out-of-pocket expense reports for accuracy prior to submittal.
• Accept and initiate cash deposits from across the KGI campus in KGI’s financial system.
• Initiate supplier requests and invoice payments.
• Initiate bank line reconciliation for review/approval.
• Assess cash, check and online payments via Paypal to the Empower student account.
• Process installment plan payments throughout the semester.
• Assess weekly late fees to student accounts and place/remove holds.
• Process student refunds and interface with AP team on payment returns and voids.
• General office duties such as typing, filing, correspondence, requisition of supplies, coping, faxing, etc.
• Collect mail from shipping/receiving and central mailbox area for the Finance team.
• Supervise any Business Office Student Workers (when applicable).
• Other duties as assigned

Required Knowledge, Skills and Abilities: Individuals must possess knowledge, skills and abilities to successfully perform the essential function of the position, or be able to explain or demonstrate how the essential functions may be performed, with or without, reasonable accommodations, using some other combination of skills and abilities.

• Strong attention to detail.
• Proficient computer, online system, and web skills.
• Strong work ethic and team-based approach to working in a high-volume environment.
• Superior writing and speaking skills.
• Positive, welcoming personality with demonstrated customer service experience.
• Ability to maintain the highest level of confidentiality.
• Ability to work comfortably, respectfully, and competently with people of diverse backgrounds.
• Ability to handle multiple responsibilities simultaneously.
• Available for occasional work on evenings and weekends, as event schedules may require.
• Ability to lift 20 pounds/participate in light set-up for recruitment and on-campus events.
• Excellent judgment, dedication and discretion in the performance of a wide range of very detailed, high level administrative tasks.
• Strong organizational, administrative, communication, and interpersonal skills are critical.
• Must be able to prioritize tasks and manage workflow independently and without assistance.
• Must work cooperatively and genially with the President’s Office team and with other colleagues.

Hours, Classification, and Status: 

This is a regular, full-time, benefits-eligible, non-exempt position.
 

The regular hours of this position are Monday-Friday, 8:00 am-5:00 pm. Hours may vary due to the needs of the College or department.

Pay rate: $24.00 - $26.44 an hour. The hourly rate of the finalist(s) selected for this role will be set based on a variety of factors, including but not limited to, internal equity, experience, education, specialty, and training.   

KGI offers a comprehensive compensation and benefit package. To learn more, visit https://services.claremont.edu/benefits-administration/ 
 

Physical and Mental Requirements

Ability to maintain good concentration level while dealing with interruptions; attention to details with emphasis on accuracy; capable of giving, receiving, and analyzing information, formulating work plans, and articulating goals and action plans.  Sitting in a normal seated position for extended periods of time.  Standing for extended periods of time. Reaching and extending hand(s) or arm(s) in any direction.  Finger dexterity required to manipulate objects with fingers rather than the whole hand(s), or arm(s), for example, using a keyboard.  Communication skills using the spoken word. Ability to see within normal parameters.  Ability to hear within normal parameters.  Ability to bend and stoop, for example, to file.  Ability to move about.  Ability to lift and carry short distances up to 20 lbs., for example to lift or move office supplies, files, books and packages. 

Ability to travel locally, depending on business needs. Occasionally, will be required to stand for prolonged periods of time at activities/events on and off-campus.

To Apply:

A confidential review of applications, nominations, and expressions of interest will begin immediately and will continue until an appointment is made. To be ensured full consideration, please upload a letter of interest, resume, and three professional references (a manager, a direct report, if applicable, and a coworker).

Equal Employment Opportunity Policy:

Keck Graduate Institute is an equal opportunity employer. It does not discriminate against qualified employees or applicants based on race, color, religion, sex, gender identity, pregnancy, national origin, ancestry, citizenship status, age, marital status, physical disability, mental disability, medical condition, sexual orientation, military or veteran status, genetic information, or any other characteristic protected by applicable state or federal law. Equal employment opportunity will be extended to all persons in all terms and conditions of employment.

Employment Eligibility:
Applicants must be authorized to work in the United States on a full-time basis without employer sponsorship. No visa sponsorship is available from Keck Graduate Institute.

KGI is a participating employer in E-Verify and uses the system to confirm the employment eligibility of all newly hired employees as required by federal law. For more information about E-Verify, please visit www.e-verify.gov.