Business Advisor (Student Engagement)

If you have any questions about the position or our application process, reach out to us at recruiting-u@smith.edu.

Job Summary

Work closely with the Director of Student Engagement to manage student organization, house and the OSE budgets including budget preparation, monitoring, reconciliation and training. Work with all student organization and house treasurers to ensure accuracy of budgets, the processing of purchase requests, credit card reconciliation and deposits into organization and house accounts. Work closely with the budget office to ensure smooth collaboration. Coordinate with the business and financial operations associated with the Office of Student Engagement; assist and provide support to the entire team on the accounting of expenses and approving of student payroll. Serve as office manager supervising the day to day operation of the student office team.

Take appropriate actions to support a diverse workforce and participate in the College's efforts to create a respectful, inclusive, and welcoming work environment.

Essential Functions

Budget Management (65%):

• Collaborate with the Director of Student Engagement to oversee the annual budget for Student Engagement, ensuring financial integrity and alignment with strategic goals.
• Supervise the budgetary processes for the OSE Team, ensuring accurate reconciliation of department-wide expenses and compliance with financial policies.
• Prepare accounts payable vouchers and purchase requisitions, ensuring timely and accurate processing of departmental payments.
• Use the College's computer accounting system to verify accounts, track payments, and reconcile financial discrepancies for organizatin, house and OSE accounts.
• Using both the Smith Social Network and WorkDay Finance, manage and monitor all student organization and house accunts, ensuring proper accounting practices and quarterly reconciliation.
• Work closely with organization treasuers to properly use the Club and Organization Credit Cards, making appointments, overseeing purchases and reconciling to accounts.
• Oversee the House Credit Cards, overseeing purchases and reconciling accounts.
• Collaborate with WorkDay to streamline the financial accounting system between the two systems.
• Adminster the Shopify system for groups looking to fundraise through the platform.

Supervision and Training (30%:)

• Work with the Associate Director to oversee the recruitment, training, and supervision of the student working on the office, ensuring smooth daily operations and staff readiness.
• Prepare and manage work schedules, ensuring adequate staffing coverage for the office.
• Facilitate training for all organization and house treasurers at the beginning of each semester and as needed throughout the year including evening hours.
• Hold weekly office hours for student treasurers to answer questions, troubleshoot and problem solve house and organization budget issues through the year including evening hours.
• Update and maintain the Treasurer Moodle Training and the finance section of the Student Organization Guidebook.

Other Functions

• Support large-scale programs and events as part of the OSE Team, nights and weekends as needed.
• All employees are expected to participate in the College's efforts to create a respectful, inclusive, and welcoming work environment.

Minimum Qualifications (knowledge, skills, education, experience, certifications, licenses)

• Associate's degree and 3-5 years experience or an equivalent combination of education/experience. Bachelor's Degree preferred. Previous experience with financial management is desired.
• Experience working with individuals from diverse backgrounds.
• Experience working and training students.

Preferred Qualifications

• Experience in budget management.

Skills

• Proven experience in budget management.
• Strong accounting and/or budgeting skills.
• Excellent verbal and written communication skills.
• Strong customer service skills and the ability to manage multiple tasks effectively.
• Self-motivated, with the ability to work both independently and collaboratively in a fast-paced environment.
• Exceptional interpersonal skills, good judgment, discretion, and the ability to maintain confidentiality.
• Proficiency with word processing, database management, and email communication software.

Review of applications will begin

Position Type:

Located in Northampton, MA, Smith College is one of the largest women's colleges in the country and is dedicated to excellence in teaching and research across the liberal arts. A faculty of outstanding scholars interact with students in small classes, as advisors, and through student-faculty research projects. The College is a member of the Five College Consortium with Amherst, Hampshire and Mt. Holyoke Colleges, and the University of Massachusetts Amherst.Students cross-enroll and faculty cross-teach across the Five Colleges.

Consistent with the Americans with Disabilities Act (ADA) and Massachusetts General Law, Chapter 151B, it is the policy of Smith College to provide reasonable accommodation when requested by a qualified applicant or employee with a disability, unless such accommodation would cause an undue hardship. The policy regarding requests for reasonable accommodation applies to all aspects of employment, including the application process. If reasonable accommodation is needed, please contact our recruiting team at recruiting-u@smith.edu.

As set forth in our mission and values, Smith College is committed to promoting a culture of equity and inclusion among students, staff and faculty. The College will not discriminate in employment on the basis of age, race, color, ethnicity, national origin, creed, religion, sex, sexual orientation, gender identity, gender expression, pregnancy, genetic information, age, veteran status, physical or mental disability, or any other classification protected by law. Smith College is an equal opportunity employer and complies with all state and federal laws that prohibit discrimination.