Operation Specialist

$60,450 - $67,000/Yr

Syracuse University - Syracuse, NY

Full-time - Mid Level

Syracuse, NY

Educational Services

About the position

The Operations Specialist at Syracuse University will play a crucial role in supporting Project Advance's Business & Budget Manager by overseeing and performing advanced accounting functions. This position involves providing guidance and oversight to a team of four full-time business office staff, as well as temporary and work-study employees. The Operations Specialist will be responsible for resolving parent and student requests with a medium level of independence and assisting with the day-to-day business operations of the department. This includes hands-on support and direction for operations related to student registration, billing and payment processing, customer service, faculty and staff travel, and record management. The ideal candidate will possess a high degree of professionalism and strong interpersonal and communication skills to effectively engage with a diverse and high volume of stakeholders from partner school communities and on-campus faculty and staff. In this role, the Operations Specialist will be expected to exercise sound judgment and discretion while working independently. The position requires a Bachelor's Degree, preferably in business management, or an equivalent combination of education and experience. Candidates should have at least six years of relevant office experience, or eight years in lieu of a degree, along with considerable knowledge of university organization, policies, and procedures. The successful candidate must demonstrate professional and emotional maturity, flexibility, and the ability to maintain confidentiality while managing multiple tasks. Attention to detail and adherence to deadlines are critical for success in this position. The Operations Specialist will also be responsible for ensuring the security, integrity, and confidentiality of data, promoting a culture of high performance and continuous improvement, and overseeing the timely and courteous response by business office staff to inquiries and requests from external stakeholders. This role will require the ability to manage elevated customer service questions and conflicts, especially during high volume enrollment periods, necessitating sound judgment and decision-making skills to effectively supervise departmental operations, processes, and procedures.

Responsibilities

• Oversee and perform advanced accounting functions for Project Advance.
• Provide guidance and oversight to 4 full-time business office staff, temporary and work-study employees.
• Resolve parent and student requests with a medium level of independence.
• Assist with day-to-day business operations including student registration, billing, and payment processing.
• Manage elevated customer service questions and conflicts during high volume enrollment periods.
• Hire and train staff on office practices and customer service best practices.
• Implement and recommend retention practices and oversee new staff onboarding.
• Provide initial training and mentoring in customer service best practices and FERPA compliance.
• Review and recommend improvements to workflow processes and procedures.
• Process time sheets and track nonexempt employee hours periodically.
• Train and mentor student employees and oversee work study progress and productivity.
• Review and draft business office communications for annual updates or emergent needs.
• Oversee enrollment-related inquiries from Project Advance school community members.
• Assist in reviewing and researching student records and program correspondence for non-standard enrollment-related inquiries.
• Ensure compliance with Human Resources policies and procedures.
• Manage purchasing of supplies for the office and maintain inventory spreadsheets.

Requirements

• Bachelor's Degree preferably in business management or an equivalent combination of education and experience.
• Six (6+) years of relevant office experience or eight (8+) years in lieu of a degree.
• Considerable knowledge of university organization, policies, and procedures.
• Excellent interpersonal, communication, time management, and organizational skills.
• Familiarity with electronic communications and database management.
• Knowledge of PeopleSoft/Hyperion, Microsoft Office (Outlook, Word, Excel, Teams), Adobe, and Zoom.
• Ability to work independently and manage a high volume of work.
• Supervisory experience preferred.
• Proficiency as a Spanish speaker desirable.

Nice-to-haves

• Experience in a university setting.
• Knowledge of FERPA compliance regulations.
• Experience with customer service best practices.

Benefits

• Competitive salary range of $60,450 - $67,000 per year.
• Comprehensive health insurance options.
• Retirement savings plan with 401k options.
• Professional development opportunities.
• Paid time off and holidays.
• Supportive work environment with a commitment to diversity and inclusion.