70% Manage OIE financial accounts, including General Purpose Revenue (GPR), Program Revenue (cost recovery), study abroad/away program accounts, student exchange accounts, insurance accounts, customized inbound program accounts, Intensive English Program accounts, S&E, Foundation, general accounts, etc.
•Develop job cost projections in multiple currencies.
•Direct target costing.
•Trace costs back to underlying activities.
•Maintain standard cost data.
•Set cost reduction goals.
•Complete margin analyses.
•Report on break-even points by program or activity.
•Investigate and document periodic variances and their causes, focusing in particular on spending variances; provide recommendations for improvement.
•Research and monitor costs associated with job elements; monitor cost trends; implement and manage processes designed to ensure timely updates to cost projections.
•Integrate currency exchange forecasts into budget modeling.
•Manage Value Added Tax recovery, when applicable.
15% Manage overall financial health of the OIE
•Participate in operational planning as it relates to the job costing function. Drive operating budget planning, including budget modeling, development and implementation to support OIE goals and initiatives.
•Construct, implement, improve, enhance and manage data accumulation systems to ensure compliance with cost management requirements;
•Develop reports to provide cost information to decision-makers.
•Identify and recommend cost-saving measures
•Identify and analyze managerial constraints; provide recommendations for improvements to procedures, workflow, internal controls and costing systems usage.
•Create annual budget.
•Review financial standards in use in the international education field, inspect current practices within and outside of the UW and make recommendations for improvements as appropriate.
•Develop and assist with systems and procedures for staff associated with cost control.
•Assist with market analysis (international student recruitment; study and intern abroad destinations and programming).
•Serve as financial liaison to the Financial Aid Office, Student Accounts, Financial Services, the Bursar, Risk Managers and Veterans Affairs.
•Document position responsibilities through a position resource guide and position annual events timeline.
10% General Accounting Activities
•Perform general accounting activities, including General Ledger, Account Reconciliations, Accounts Payable, and Accounts Receivable.
•Calculate and process internal UWO accounting forms, including Direct Pay, Travel Advance, Cash Advance, Travel Expense, Purchase Requisitions, Transaction Transfer Request, Personnel Forms, Appointment Forms, Journal Uploads, Deposits and Purchasing Card reallocations.
•Record, monitor, manage and communicate Accounts Payable and Accounts Receivable deadlines.
•Prepare and send out invoices.
•Track and manage expenditures, revenues (including tuition revenue), credits, and salary payments.
•Reconcile accounts against the UW financial system (WISDM).
•Request new accounts and close old accounts following UWO Financial Services procedure.
•Archive financial documents related to jobs and general accounts according to state-approved OIE document retention policies.
•Coordinate the year-end process, including cut off processes and rollovers
5% Communication & Training
•Deliver financial management instruction during program leader pre-departure orientation, study abroad pre-departure orientation and international student post-arrival orientation.
•Determine and communicate tuition fees or tuition fee equivalents for study abroad courses.
•Communicate fees to be charged to students’ accounts to Financial Services.
•Communicate Full Estimated Cost of Participation (outbound), Cost of Attendance (inbound) to prospective and current participants/students and Financial Aid advisors, and with other constituents as allowed by FERPA.
•Calculate travel deviation fees, late fees and program withdrawal penalties and communicate these to prospective and current participants/students and Financial Aid advisors, and to other constituents as allowed by FERPA.
•Respond to student, vendor, provider and agency inquiries regarding account status, future and past-due financial obligations, payment methods, and credits. Respond to other constituents as allowed by FERPA.
•Respond to public (e.g. open records request) and internal (e.g. audit) requests for documentation.
•Answers phone calls and assists with walk-ins when the Front-line Advisor and Study Abroad/Away Coordinator are out of the office or assisting other clients.