Director - Business Services

Company: City Colleges of Chicago
Location: Chicago
Posted on: January 27, 2025

Job Description:

Malcolm X College is currently seeking a Full Time Director of Business Services for the Business Office Department.Located at each college, the Business Office provides effective and efficient professional and courteous financial services to its students, faculty, and staff. The Business Office acts to:

• Provide accurate processing of tuition and fee payments, collection on past due accounts, and timely and accurate answers to billing questions.
• Provide timely and accurate processing of requisitions, travel forms, expense reimbursement forms, and personnel requisitions for students, faculty, and staff.
• Ensure that the integrity, compliance, and the spirit of grant spending is followed and supported.
• Ensure that financial services are compliant with CCC, city, state, and federal rules and regulations as well as applicable GAAP accounting standards.Reporting to a Vice President-Finance and Operations, the Director- College Business Services manages the functions of a college's Business Office, supervising and directing staff, and overseeing accounting and business processes, financial reporting, and purchasing activities to effectively account for the college's receipt of revenues, processing of payments, and disbursement of funds.The Director - College Business Services is accountable for the financial integrity of the college, taking ownership of business processes including implementing and maintaining proper internal controls for cash management and accounting functions, purchasing, financial reporting, and grant budgeting activities, and ensuring compliance with state and federal laws and regulations. Performs related duties as required.The mission of Malcolm X College is to provide accessible liberal arts and health-focused education that fosters personal and professional achievement. To fulfill this mission, we focus on the following core values: accountability, community, diversity, empowerment, learning, and respect.ESSENTIAL DUTIES:
  • Works in close collaboration with the VP-Finance and Operations to ensure financial operations are conducted efficiently and in compliance with District policies and procedures relating to financial management and reporting, including the procurement process.
  • Enforces policies, board rules and approved business processes of the District.
  • Supervises staff to include Assistant Business Manager(s), Business Analyst and College Bursar Assistants. Monitors staff and addresses performance issues; responds to employee concerns and resolves personnel issues; and enforces HR policies.
  • Participates in the interviewing and selection of staff and works to ensure Business Office is properly staffed. Establishes and implements staff training to remain current on business operations and financial systems.
  • Works closely with the District Office Procurement, Budget, Finance, Accounting departments to proactively resolve student account, business and operational issues and processes in an innovative, efficient, and effective manner.
  • Manages front desk/customer service activities, student accounts and receivable activities, including cashier and cash management operations, receipt of student payments and posting to student accounts, third party billing and payment application, and processing of student and financial aid refunds and collection processes for the college.
  • Monitors operations of student payment systems for operational efficiency including online payment gateway, student refund, financial services system. Identifies problems and makes appropriate system changes to correct transactions with District Student Financials.
  • Directs staff engaged in processing and posting transactions to student accounts using various financial service systems. Ensures the accurate and timely posting of waivers, scholarships, and special funds and awards to student accounts.
  • Coordinates the review of student financial accounts and works with staff to resolve inquiries relating to the accuracy of charges, payments, and credits to accounts.
  • Oversees the administration of payment plan accounts, working with District Student Financials in establishing payment plan parameters, analyzing usage, and making recommendations for changes and improvements.
  • Works with District Student Financials to monitor the status of outstanding receivables and implementing plans of action to resolve uncollectable accounts and debt on student accounts.
  • Initiates write off process for uncollectable accounts in coordination with DO accounting staff.Purchasing and Contracts
    • Approves purchase orders and requisitions and recommends authorization of purchase orders.
    • Enforces Board of Trustees rules and district policies including travel reimbursement and single and cumulative purchases over $25,000.
    • Oversees the operation and management of contracting processes for all budgetary items.
    • Authorizes processing of purchase requisitions and payment to vendors based on staff verification of college receiving goods and services.
    • Coordinates training and assistance to department staff responsible for preparing purchase requisitions for goods and services.
    • Reviews requisitions for accuracy and provides approval to generate and dispatch purchase orders.Grant Budget Administration
      • Ensures grant funds are loaded into correct financial categories (i.e. salary, fringe, supplies, etc.)
      • Assists Grant Analyst with procurement related planning to ensure timely processing of transactions.
      • Ensures compliance with grant spending requirements and guidelines.
      • Monitors budgets and ensures all transactions are properly posted, including grants from state, federal and other sources.Accounts Payable/ Receivable
        • Manages the accounts payable process for the campus; ensures the accurate posting of financial transactions.
        • Monitors accounts payable reports and ensures payables are being reduced in a timely manner.
        • Ensures timely billing and collection of account receivables, including grants, third party, and student balances.
        • Provides for the accurate processing of requisitions, travel forms, expense reimbursement forms, and personnel requisitions for students, faculty, and staff.
        • Assists Bursars in researching and resolving outstanding items, vendor issues, and open receivables each term.
        • Oversees and directs team on creation of new processes as needed for special student funding programs.
        • Ensures that financial services are compliant with CCC, city, state and federal rules and regulations as well as applicable GAAP accounting standards as evidenced by annual audits.
        • Prepares and monitors financial reports including expenditure and variance reports.
        • Oversees and works with staff engaged in preparing and maintaining financial reports and conducting financial analysis functions.
        • Provides technical support to the VP in the preparation of the college's annual operating budget.
        • Adheres to CCC customer service excellence standards.
        • Performs other duties as assigned.QUALIFICATIONS:
          • A Bachelor's degree from an accredited college or university in Business Administration, Accounting, Finance, or a related field.
          • Five years of accounting and/or finance work in a business office environment preferably in an institution of higher education.
          • Supervisory experience highly desirable.
          • Knowledge of fund accounting, grant appropriation, budgetary and accounting systems.
          • Demonstrated knowledge of financial report preparation, accounting procedures relating to student accounts and generally accepted accounting principles (GAAP).
          • Knowledge and skill in using PeopleSoft Financials.
          • Excellent written, verbal, and interpersonal communication skills.
          • Strong analytical skills.
          • Ability to work within a culturally diverse environment.
          • Proficiency in the use of Microsoft Office (Word, Excel, PowerPoint).Chicago residency is required for all full-time employees within 6 months of hire.We are an equal opportunity and affirmative action employer.Thank you for your interest in City Colleges of Chicago!Malcolm X College has been recognized as a Promising Places to Work in Community Colleges award winner! The award is given by the National Institute for Staff and Organizational Development (NISOD), a membership organization committed to promoting and celebrating excellence in teaching and leadership at community and technical colleges, and Diverse: Issues in Higher Education, a leading academic publication.MXC was recognized for its best-in-class student and staff recruitment and retention practices, inclusive learning and working environments, and meaningful community service and engagement opportunities.WE OFFER: Excellent health benefits at a low cost; Investment plans 403(b) & 457(b); SURS Retirement Plan; Generous vacation, holidays, personal and sick days; Tuition Reimbursement and Public Service Loan Forgiveness. For a more detailed overview of benefits, please visit our benefits page.
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Keywords: City Colleges of Chicago, Carol Stream , Director - Business Services, Accounting, Auditing , Chicago, Illinois