Operations Manager

If you have any questions about the position or our application process, reach out to us at recruiting-u@smith.edu.

Student Financial ServicesJob Description

Job Summary

Acts as Office Manager; works with Director in overseeing the operational component of the Student Financial Services office. Supervises the Customer Service Unit. Coordinates and executes SFS information delivery to enrolled students and applicants to the college. Monitors and reports on SFS office budget. Acts as student health insurance liaison. Interdepartmental liaison for student need levels.

Take appropriate actions to support a diverse workforce and participate in the College's efforts to create a respectful, inclusive, and welcoming work environment.

Essential Functions

Customer Service Unit Management (40%)

Manages the Customer Services Unit. Duties include, supervising 3 full-time Customer Service Advisors, provides training and on-going development and evaluating Advisor performance. Plans, schedules and assigns work, counsels advisors and takes action on performance related matters. Oversees payment and outside aid processing. Addresses technical or operational issues and needs. Provides back up to customer services advisors for telephone, in-person visits and email coverage. Resolves student health insurance coverage issues, as necessary. Acts as hiring manager for SFS Advisor position. As needed, supervises the selection of work-study students and various spot-job students.

Informational Management (30%)

Updates and maintains content of SFS website. Reviews and maintains SFS annual calendar. Coordinates communications and interactions with enrolled students and incoming applicants regarding SFS matters. Reviews and coordinates the updating of all application materials. Coordinates alongside Systems Analyst, tentative financial aid award letters processing and checking (Applicant Letter Day), ensuring accuracy of applicant data and documents and their timely delivery to the Admission Office. Prepares in advance and coordinates new student arrival (Central Check-In) processes, including SFS station set up and timely communication to entering students. Acts as primary staff member responsible for the annual Smith College Student Health Insurance (SHIP) program which will include the annual renewal and reconciliation processes. Update Smith Social Network SFS News page for outside aid opportunities for students. SFS point person for SFS related Workday tickets. Point of contact for Grecourt Bookstore textbook funding.

Application and Student File Management (20%)

Oversees and establishes electronic file maintenance procedures and document tracking for approximately 6200 applicant files and 1900 current student files. Create and maintain PowerFAIDs selection sets and task management. Maintains Service Options with Collegeboard to ensure accuracy of the needs analysis results within their system. Monitors the document tracking process to ensure application materials are properly tracked and coded in student accounts. Resolves issues as necessary.

Other Functions

Budget Management (10%)

Monitors and verifies the Departmental Budget and recommends adjustments throughout the fiscal year. Prepares figures, makes recommendations for and assists in annual operational budget preparation. Submits and approves invoices for SFS expenditures. Reconciles procurement card spending. Monitors operational budget spending.

All employees are expected to participate in the College's efforts to create a respectful, inclusive, and welcoming work environment.

Minimum Qualifications (knowledge, skills, education, experience, certifications, licenses)

Associate's Degree; Bachelor's Degree preferred. Three years of office experience, prior supervisory experience highly desirable or and/or an equivalent combination of education and experience.

Experience working with individuals from diverse backgrounds.

Preferred Qualifications

Experience with Powerfaids and Workday software or similar relational database system desired.

Skills

Logic and quick-thinking to ensure accurate, expedient response to customer inquiries; Patience and courtesy in customer relations. Strong organizational, interpersonal, decision-making, verbal and written communication skills; ability to work independently and collaboratively with Smith community and outside stakeholders; proficient computer skills including Word and Excel; and able to handle a high volume of customer contact, work under the pressure of deadlines, and maintain strict confidentiality.

Additional Information

This position is eligible for Smith’s Remote/Hybrid work program.

Applications will continue to be reviewed until the position is filled.

For the care and safety of our community, Smith College requires that all employees be vaccinated as a condition of employment and as such, the incumbent will be required to be immunized against COVID-19 on or before their first day of employment. Proof of vaccination status will be required. Individuals may seek medical or religious exemption with HR, but must do so prior to their arrival.

Please attach BOTH a current resume and a cover letter in order for your application to be considered for this position . Be sure you have provided all attachments before submitting your application. You will NOT be able to attach additional files after you have hit the Submit button.

Review of applications will begin

January 23, 2023

Compensation Grade:

Grade K Exempt

Position Type:

Regular

About Smith College

Located in Northampton, MA, Smith College is one of the largest women’s colleges in the country and is dedicated to excellence in teaching and research across the liberal arts. A faculty of outstanding scholars interact with students in small classes, as advisors, and through student-faculty research projects. The College is a member of the Five College Consortium with Amherst, Hampshire and Mt. Holyoke Colleges, and the University of Massachusetts Amherst. Students cross-enroll and faculty cross-teach across the Five Colleges.

Consistent with the Americans with Disabilities Act (ADA) and Massachusetts General Law, Chapter 151B, it is the policy of Smith College to provide reasonable accommodation when requested by a qualified applicant or employee with a disability, unless such accommodation would cause an undue hardship. The policy regarding requests for reasonable accommodation applies to all aspects of employment, including the application process. If reasonable accommodation is needed, please contact our recruiting team at recruiting-u@smith.edu.

Diversity and a culture of inclusion among students, staff, faculty, and administration are crucial to the mission and values of Smith College. We are an Affirmative Action/Equal Opportunity employer and do not discriminate on the basis of race, gender, age, color, religions, national origin, disability, sexual orientation, gender identity and expression or veteran status in the recruitment and employment of faculty and staff, and the operation of any of its programs and activities, as specified by all applicable laws and regulations. Women, minorities, veterans and individuals with disabilities are encouraged to apply.