Finance and Operations Specialist

Why Concordia Language Villages? Help create experiences that connect people across languages and cultures. At Concordia Language Villages, a program of Concordia College, our work is about more than language learning. Through immersive experiences, we help people develop the language skills, cultural understanding, and perspectives they need to communicate and connect across cultures. The Language Training Center extends that mission through intensive, customized language and cultural competency programs for military personnel and other clients. The Language Training Center is grant-funded, and continued funding must be secured each year. Now in its tenth year, the program continues to grow and expand, and we're excited to grow our team along with it. Behind every successful program is a team working together to manage the many financial, logistical, and operational details that make those experiences possible.If you enjoy bringing organization to complex work, collaborating with others, and using your skills to support meaningful programs, we'd love to have you on our team. About the Role As the Finance and Operations Specialist , you'll help keep the Language Training Center and its programs running smoothly by providing financial, administrative, and operational support. You'll manage financial records and transactions, help coordinate program logistics and registration, and work closely with colleagues throughout Concordia Language Villages to turn program plans into successful experiences. This is a highly collaborative role with plenty of variety. One day you might be preparing a budget report or reconciling expenses; another might involve coordinating participant transportation, preparing for an upcoming program, or helping solve an unexpected logistical challenge. It's a great fit for someone who enjoys working with both numbers and people and takes satisfaction in keeping complex work organized and moving forward. What You'll Do 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. ＋ Click to view the full list of position responsibilities For candidates who would like a more detailed understanding of the role, the full list of position responsibilities is provided below. Position Responsibilities 1. Mission Support Support the mission and vision of Concordia College and Concordia Language Villages, and demonstrate the competencies as defined for this position. 2. Financial Management (30–40%) 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. 3. Logistical Support, Registration, Transportation and Communications (30%) 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 p