Assists in managing and controlling and is responsible for business operations functions of the Study Abroad Office (SAO) Faculty Directed (FD) Global Intensive Experience (GIE) and Semester programs. The incumbent directs and coordinates some personnel and operational tasks as they relate to FD GIE/Semester study abroad programs, but the overriding, major function of this position is on the financial management of FD GIE/Semester study abroad programs including coordinating accounting, budgeting, auditing and other financial or related functions to ensure the financial integrity of the SAO FD GIE/Semester programming. Incumbent will also assist with financial aspects of the summer Faculty Directed programs as needed.
This position reports to the Business Operations Manager, Sr. and will work with a team of other business staff to ensure the financial integrity of the SAO as a whole.
Coordinates and reviews 20+ FD GIE/Semester program budgets in collaboration with two International Coordinators.
Oversees communication with the Director of Study Abroad and College Deans and Directors to facilitate the approval of assigned program budgets.
Assists with the development and approval of vendor contracts. Initiates and maintains records on contracts and payments for assigned programs informing SAO staff of contractual and payment statuses.
Monitors FD GIE/Semester accounting activity, maintains and adjusts multiple spreadsheets and journals in preparation for monthly reconciliation of Advantage. Maintains proper accounting and records for assigned program budgets; collects and records financial data on assigned programs within the Studio Abroad database.
Controls, reviews, authorizes and updates expenditures (including P-card purchases as Cardholder) and revenues for assigned program budgets. Instructs faculty and staff on the appropriate financial operations for paying for program expenses and monitoring budgets of the assigned programs.
Within the Concur system, oversees travel for all GIE/Semester faculty directed programs for 40+ travelers (faculty and support staff) which includes preparing and reconciling all travel claims in collaboration with travelers and their International Coordinators.
Reviews, verifies for accuracy, and acts on requests from staff which require that charges be added, reversed or modified on student accounts due to withdrawals, scholarships, etc.
Monitors revenues from program fees and prepares transfers of funding commitments to operational accounts.
Provides quarterly budget forecasting and fiscal year end forecasting of all Study Abroad FD GIE/Semester programs to Business Operations Manager, Sr.
Assists with financial and travel aspects of the summer Faculty Directed programs as needed.
Assists in implementing innovative solutions to improve the accuracy and efficiency of SAO FD financial processes.
Assists with researching, analyzing and making recommendations on foreign currency conversion rate estimates for assigned programs as necessary.
Assists with the development and facilitation of online and in-person training sessions for faculty and staff on all financial matters related to FD study abroad programming.
Represents Study Abroad Office as a member of the SAO Business Unit, at meetings or conferences, and at many level of the university organization.
Other duties as assigned by supervisor.
Bachelor's degree in a field appropriate to the area of assignment AND three (3) years of related experience; OR, Seven (7) years of related experience; OR, Any equivalent combination of experience and/or education from which comparable knowledge, skills and abilities have been achieved.
Experience working in a university office and/or international higher education
Experience working with university personnel, including faculty, on program budgeting
Experience in establishing and maintaining effective working relationships with faculty and university staff
Evidence of effective communication of complex financial matters both verbally and in writing
Demonstrated knowledge of basic principles, practices and methods of accounting and budgeting
Demonstrated knowledge of basic project management.
Demonstrated knowledge of university policies and procedures pertaining to purchasing, financial accounting, and travel
Experience in designing presentation materials.
Experience in coordinating activities and establishing priorities.
Experience with Concur or other travel management systems
Experience with PeopleSoft (both the HR and CS sides)
Experience with SalesForce
Experience in using ASU systems such as Advantage (financial management), MyReports (database queries), and various dashboards
Experience with StudioAbroad or other customer service database
About Arizona State University - Study Abroad Office
Arizona State University is a new model for American higher education, an unprecedented combination of academic excellence, entrepreneurial energy and broad access. This New American University is a single, unified institution comprising four differentiated campuses positively impacting the economic, social, cultural and environmental health of the communities it serves. Its research is inspired b...y real world application blurring the boundaries that traditionally separate academic disciplines. ASU serves more than 90,000 students in metropolitan Phoenix, Arizona, the nation's fifth largest city. ASU champions intellectual and cultural diversity, and welcomes students from all fifty states and more than one hundred nations across the globe.
The Study Abroad Office is committed to enriching the academic experience at Arizona State University by affording students the opportunity to develop the intercultural competence, transnational understanding, and leadership skills required to face global challenges. In cooperation with academic and service units, faculty, and staff, we provide comprehensive support services for the development, implementation, and coordination of academically sound, credit-bearing programs abroad that are accessible to ASU students across all disciplines.
We seek to develop a menu of comprehensive international activities of the highest quality that provide every student with meaningful opportunities for academic and personal growth. We strive to ensure that study abroad programs are cost-effective, safe, and accessible to all students. We offer the expertise and infrastructure necessary to support ASU’s global aspirations.