Finance and Operations Specialist

Concordia College • Bemidji, MN

5d • $20 - $24 • Onsite

About The Position

The Finance and Operations Specialist will help keep the Language Training Center (LTC) and its programs running smoothly by providing financial, administrative, and operational support. This role involves managing financial records and transactions, coordinating program logistics and registration, and collaborating with colleagues across Concordia Language Villages to ensure successful program execution. It is a varied role suitable for someone who enjoys working with both numbers and people, and who excels at organizing complex tasks. The LTC is a grant-funded program that focuses on intensive, customized language and cultural competency programs for military personnel and other clients, aiming to foster intercultural understanding and communication.

Requirements

• Experience performing administrative, financial, operational, or related work involving responsibility for accurate records, transactions, or detailed information.
• Strong proficiency with Microsoft Excel, Outlook, Teams, and other Microsoft 365 tools.
• Valid driver's license and driving record that meets College insurability requirements.
• Strong written and verbal communication and customer service skills, with the ability to build effective working relationships with colleagues, participants, clients, and other stakeholders.
• Strong organizational skills and attention to detail, with the ability to maintain accurate financial, administrative, and operational records.
• Ability to organize and prioritize multiple projects and responsibilities, meet deadlines, and adapt effectively as needs and priorities change.
• Ability to work independently, take initiative, exercise sound judgment, and proactively identify and resolve problems.
• Ability to maintain confidentiality and appropriately handle sensitive information.
• Ability to work collaboratively and effectively with people from a variety of backgrounds and functional areas.
• Ability to use common workplace technology and office equipment and learn job-specific systems and processes.

Nice To Haves

• Bachelor's degree or other education or training in business, finance, accounting, data analytics, operations management, public administration, or a related field.
• Experience with financial processes such as expense tracking, accounts payable, reconciliations, budgeting, bookkeeping, or financial reporting.
• Experience supporting grants, contracts, or government-funded programs.
• Experience coordinating logistics, travel, transportation, events, or program operations.
• Experience using accounting, financial, registration, or other business information systems.
• Experience coordinating projects or initiatives involving multiple stakeholders or functional areas.
• Experience in higher education, nonprofit administration, language education, or intercultural programming.
• Interest in language learning, international education, or intercultural programming.

Responsibilities

• Support financial operations by processing invoices, reimbursements, and payments; reconciling transactions; maintaining accurate financial records; tracking expenditures and employee hours; and preparing regular budget reports.
• Assist with budgeting, reporting, and financial processes for the Language Training Center and grant-funded programs, including quarterly and year-end activities, audits, grant reporting, proposal budgets, and improvements to financial and operational processes.
• Coordinate program logistics by helping arrange housing, meals, transportation, facilities, supplies, and other operational needs for program participants and instructional staff.
• Support registration and participant communications by maintaining course information, processing registrations, preparing pre-arrival materials, tracking participant information and transportation needs, and communicating important details to colleagues and program partners.
• Provide administrative and operational support by coordinating schedules and visits, maintaining records, assisting with confidential correspondence and travel arrangements, supporting employee onboarding, and building positive relationships with colleagues, vendors, and community partners.
• Contribute across Concordia Language Villages by providing backup support, participating in projects and strategic initiatives, and helping meet evolving organizational and program needs.
• Process invoices, reimbursement requests and direct payment vouchers that directly relate to and are relevant to the work of the LTC and select federal grant-supported programs.
• Reconcile reimbursement requests and monthly LTC p-card transactions.
• Facilitate timely processing of all financial record keeping for the LTC using spreadsheets, reporting tools, and financial dashboards as needed.
• Implement systems to ensure timely and complete tracking of hours worked by LTC-designated employees.
• Compile monthly budget reports for the LTC director.
• Assist the LTC director with quarterly, year-end close activities, audits, and final grant reporting.
• Assist the LTC director in developing budgets for LTC grant proposals and new business development opportunities.
• Coordinate with Registration Lead to set up LTC programs in Ultracamp for invoicing; process payments for clients as needed.
• Work collaboratively with the Director of Finance and Administrative Services to improve operational and financial processes.
• Aid the Logistics and Client Services Manager in areas such as: Communication between the LTC instructional team and CLV site and various support services.
• Creation of facility set-up documents to ensure logistical elements are in place and taken care of prior to the start of each LTC course.
• Purchase of program supplies and materials for LTC courses.
• Preparation and distribution of post-enrollment/pre-arrival information for LTC students.
• Tracking and communicating responses from LTC students to relevant internal stakeholders to support preparation for implementation of LTC courses.
• Tracking transportation needs of LTC students and instructional team members and provide/make shuttle arrangements.
• Aid in coordination of housing, meals, transportation, and facility-related needs for LTC participants and instructional staff.
• Assist with purchasing and procurement of program supplies and materials.
• Support on-site program implementation and problem resolution.
• Assist with the onboarding of new LTC employees.
• Help maintain positive relationships with vendors and community partners.
• Provide training for others as designated.
• Assist with setting up and maintaining current records of LTC courses in the registration system.
• Process registration for LTC courses in a timely manner based on roster information received from LTC partners/clients.
• Drive a 12-passenger van for transport of program participants and staff.
• Represent the Language Villages on behalf of the LTC director as assigned.
• Coordinate, prepare and assist with implementing visitor schedules and interactions with others at the Language Villages.
• Maintain positive and collaborative relationships with other departments at the Language Villages.
• Attend meetings or functions as needed to enhance the overall relationship with key stakeholders.
• Support confidential correspondence, travel arrangements, and appointments as needed.
• Organize records and perform general administrative support duties assigned.
• Support projects and strategic initiatives, particularly those related to user groups or overseen by the Director of External Relations and Strategic Initiatives.
• Participate in training and professional development.
• Provide backup support for administrative and operational functions.
• Other duties as assigned.

Benefits

• Health Insurance
• Health Savings Account
• Flexible Spending Account
• Vision Insurance
• Dental Insurance
• Preventative Chiropractic Program
• Retirement Plan
• Long-Term Disability Insurance (full-time only)
• Life Insurance (full-time only)
• 13 Paid holidays including the time off between Christmas and New Year's
• MN Paid Family and Medical Leave
• Up to 100% tuition with discounts and scholarships for yourself and dependents at Concordia College and Concordia Language Villages
• Up to 50% tuition discount for dependents with Oak Grove Lutheran Schools
• Up to 100% tuition discounts for dependents with participating partners: CIC-TEP, ELCA schools, and Tuition Exchange Inc.
• Access to athletic facilities, library, fitness classes, athletic events, theatre events, purchase dining on campus, free MATbus rides

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree