Academic & Financial Operations Assistant at Linfield University in McMinnville Campus - McMinnville, OR 97128

Job description

• Salary Range
• $21.00 - $21.00 Hourly
• Position Type
• Part-Time (30 hours per week)
• Job Shift
• Day
• Education Level
• Associate's Degree
• Travel Percentage
• None
• Category
• Other
• Academic and Financial Operations Assistant
• Education Department & International Programs
• Part-Time | 0.75 FTE | Nonexempt
• Linfield University is seeking an organized, collaborative, and detail-oriented Academic and Financial Operations Assistant to provide administrative, operational, and financial support to the Education Department and International Programs.
• This unique shared position provides an opportunity to contribute to two areas central to the Linfield student experience. The position works 29 hours per week, with approximately 20 hours dedicated to the Education Department and 9 hours dedicated to International Programs, and reports to the Associate Dean of Education and Director of International Programs.
• The Academic and Financial Operations Assistant will support students, faculty, staff, school district partners, international partners, and other constituents while helping both departments operate effectively. The successful candidate will bring excellent organizational and communication skills, attention to detail, sound judgment, initiative, discretion, and a strong commitment to student-centered service.

Responsibilities

• Education Department – 20 Hours per Week
• As the primary administrative and operational support for the Education Department and Teacher Preparation Program, you will:
• Support daily department and Teacher Preparation Program operations and serve as a welcoming point of contact for students, faculty, staff, guests, school district partners, and other constituents.
• Collaborate with the Licensure and Accreditation Specialist to maintain student records, program tracking systems, spreadsheets, and other documentation.
• Support department meetings, including meeting preparation and maintaining accurate minutes.
• Process and track financial and administrative documentation, including honoraria, stipends, reimbursements, mileage, purchasing, and accounts payable transactions.
• Maintain expenditure records and assist with monitoring departmental budgets, gift accounts, and student scholarships.
• Coordinate department events, meetings, calendars, room schedules, correspondence, supplies, and other operational needs.
• Facilitate Memoranda of Understanding with partner school districts and prepare and coordinate clinical practice and internship agreements.
• Support course planning and projections by collecting and organizing enrollment and advising information.
• Maintain alumni and donor records and assist with donor acknowledgments and stewardship communications.
• Coordinate departmental communications, including social media, announcements, digital displays, and other communication channels.
• Develop and distribute periodic communications, including the department’s LEAP newsletter, to strengthen connections with alumni, school partners, and other constituents.
• Maintain departmental policies, procedures, forms, records, websites, contact lists, signage, and other resources.
• Anticipate upcoming deadlines and operational needs and identify opportunities to improve administrative processes.
• In support of study abroad and international education initiatives, you will:
• Provide financial and administrative support while promoting responsible stewardship of program resources.
• Monitor assigned operational and program budgets and maintain accurate financial records and supporting documentation.
• Review, prepare, reconcile, and process invoices, payments, purchase orders, check requests, deposits, reimbursements, and other financial transactions.
• Process payments to international institutional partners, travel vendors, and other organizations through approved payment systems.
• Coordinate with Accounting and other university offices to ensure accurate and timely financial processing.
• Serve as a financial liaison, as assigned, with international partners and business offices to obtain cost information and support budget development.
• Assist with foreign-currency payments and monitoring exchange rates in coordination with university financial offices and banking partners.
• Support study abroad program cost management, including program fees, partner costs, airfare budgets, and other expenses.
• Work with International Programs staff and faculty course leaders to prepare and track budgets and advances for January Term off-campus courses.
• Reconcile January Term program expenses, faculty travel advances, and other study abroad expenditures.
• Assist with financial administration for semester- and year-long study abroad programs, including partner billing and payment coordination.
• Maintain financial records and prepare basic reports and reconciliations for assigned accounts and activities.
• Provide occasional front-office backup and participate in department meetings and planning activities as appropriate.
• Build effective working relationships with students, faculty, staff, administrators, school district personnel, community and international partners, vendors, and members of the public.
• Provide responsive, welcoming, and student-centered service.
• Maintain confidentiality and exercise discretion when handling student, personnel, financial, and institutional information.
• Effectively manage multiple projects, deadlines, and recurring responsibilities across two departments.
• Maintain accurate records and organized electronic and physical filing systems.
• Apply university policies, procedures, and systems appropriately.
• Independently identify and resolve routine operational issues while collaborating with supervisors and colleagues when needed.
• Anticipate deadlines, activities, financial needs, and operational requirements.
• Coordinate or supervise assigned work-study or student employees as needed.

Requirements

• Strong organizational skills and exceptional attention to detail.
• Ability to prioritize competing responsibilities and effectively manage work across two departments.
• Working knowledge of basic accounting principles, accounts payable and receivable processes, financial reconciliation, budgeting, and recordkeeping.
• Proficiency with spreadsheets, word processing, email, electronic forms, databases, and standard office technologies, with the ability to learn new systems quickly.
• Ability to accurately organize, analyze, maintain, and communicate financial and program information.
• Strong written, verbal, and interpersonal communication skills.
• A welcoming, professional, and student-centered approach to customer service.
• Ability to exercise sound judgment, solve problems, and work independently while contributing effectively to collaborative teams.
• Ability to maintain confidentiality and appropriately handle sensitive information.
• Project and program coordination skills, including tracking budgets, deadlines, documentation, requirements, and multiple concurrent activities.
• Initiative, adaptability, professionalism, reliability, and accountability.
• Commitment to fostering an inclusive environment and supporting diversity, equity, and belonging.
• A combination of education, such as an associate’s degree or high school diploma, and relevant office experience sufficient to successfully perform the essential duties and responsibilities of the position.

Skills

Required

• Strong organizational skills
• Exceptional attention to detail
• Financial reconciliation
• Budgeting
• Recordkeeping
• Proficiency with spreadsheets
• Word processing
• Email
• Electronic forms
• Databases
• Standard office technologies
• Ability to learn new systems quickly