Associate Director of Operations - Ultimate Medical Academy

Purpose of the Position:

The Student Finance Operations Associate Director manages Student Finance & Registrar system enhancements, identifying system issues, and creating system efficiencies. The Student Finance Operations Associate Director coordinates Student Finance & Registrar initiatives and projects while working professionally and collaboratively with team members and key stakeholders in Student Finance, Registrar, and across the institution.  

UMA is a nonprofit healthcare educational institution with a national presence. Headquartered in Tampa, Florida and founded in 1994, UMA offers content-rich, interactive online programs as well as hands-on training at our Clearwater, Florida campus. 

• Anticipated salary of $88,500; based on experience and qualifications
• Medical (including prescription), Dental, Vision (UMA subsidized)
• FSA/HSA (Depending on Medical Plan chosen)
• $50,000 Life Insurance (UMA paid)
• Additional Voluntary Life Insurance (Team Member paid)
• Employee Assistance Program – EAP (UMA paid)
• Long Term Disability (UMA paid)
• Short Term Disability (Team Member paid)
• Supplemental Insurance such as Critical Illness, Accident, and Hospital (Team Member Paid)
• Paid Time Off – 15 days accrued in year 1, 9 holidays, and 1 day of Volunteering Time Off
• 401k (eligible upon completion of 90 days of employment and must be at least 21 years of age)
• Pet Insurance
• Identity Theft Protection

Key Responsibilities:

Functional:

• Partner with Student Finance & Registrar Leaders to identify areas of opportunity in process and systems.
• Lead the discovery, design, and development of departmental project ideas.
• Provide creative solutions for department obstacles by managing system and process changes.
• Develop the definition of project scope and objectives, involving all stakeholders.
• Partner with Procurement, Legal and Compliance departments, if necessary.
• Ensure that all Student Finance & Registrar operational projects and processes are in alignment with the values and mission of the organization.
• Collaborate with the Student Finance Training Team on the development and implementation of training materials.
• Successfully use all forms of written and oral communication to ensure messages are delivered in a clear and concise manner.
• Perform quality assurance against any project tasks completed.
• Organize and present any potential project changes to stakeholders within Student Finance & Registrar.
• Take ownership of Student Finance & Registrar operational projects and initiatives, ensuring they are delivered on time and within scope.
• Collect and maintain management requirements and input them into a centralized project plan.
• Track, analyze, and report progress on Student Finance & Registrar projects and initiatives including potential risks and obstacles, and developing contingency plans if needed.
• Schedule project meetings, summarize action items, and provide post-meeting follow-up when needed.
• Conduct project evaluation at the conclusion of each project and initiative.
• Annually, create a potential project plan for the upcoming calendar year for consideration to the appropriate working groups for review and approval.

Technical:

• Ensure complex system processes are working properly and correct any system errors found.
• Regulate workflow and ensure it meets the project objectives.
• Create and execute project plans to meet the deadlines and objectives set by leadership.
• Determine training requirements to effectively administer the student finance advising function.

Business Leadership

• Work effectively and cooperatively with Student Finance & Registrar leaders as well as cross-departmentally.

Support Institutional Initiatives

• Keep current on institutional goals, objectives, and progress
• Engage in institutional sponsored activities and initiatives as appropriate
• Lead with courage in support of change initiatives that impact organization
• Manages and assists in coordinating efforts between departments within UMA

Compliance:

• Demonstrates knowledge of, and carefully follows all applicable federal and state compliance requirements and regulations including those prescribed by the Department of Education, accrediting agencies, CIE, and internal UMA policies and procedures.
• Effectively communicates compliance requirements to students and other staff as appropriate and quickly escalates any compliance concerns to the Compliance department.

Work Experience, Skills & Abilities:

Minimum Requirements:

• Associates Degree or equivalent combination of education and experience.
• Experience in Student Finance Operations
• Able to professionally communicate fluently in verbal and written English
• Proficient in MS Office (Word, Excel, PowerPoint) and other business tools such as Skype and Microsoft Teams
• Functional Skills:
• Ability to interact with all levels of the organization and work in a fast-paced environment.
• Ability to work independently and make sound decisions with minimal supervision and direction
• Strong communication skills
• Leads and manages with a results focused mentality
• Ability to multi-task and handle a high-pressure environment with timelines.
• Able to support a diverse and inclusive work environment

Preferred Requirements:

• Bachelor’s degree
• Minimum 1 year in Student Finance at UMA

Work Environment/Physical Demands:

• This is a full-time remote position, with only occasional, planned onsite or travel requirements.
• Home office set up, quiet place to work, ability to be on camera, and ability to hard wire into high-speed internet connection.
• May require setup of computer equipment; accommodation consideration available upon request.
• Flexibility to work evenings and weekends, as needed.

OUR VALUES
Our institutional values are shaped and validated by our team members. They describe how we strive to operate and are the standards of behavior we look to embody. 

ACT WITH INTEGRITY.

We operate honestly and ethically in a compliant fashion. We are fair and trustworthy in our interactions with all we serve. Our team members, at all levels, lead by example and strive to do the right thing for our students and for each other. We are disciplined professionals who strive to be straightforward and dependable.

CHAMPION STUDENT OUTCOMES.
We live by a strong commitment to our students and are passionate about preparing them for meaningful careers. We are deeply dedicated to ensuring students’ educational and career success. We excel at building our students’ confidence and empowering them to reach their full potential.

COMMIT TO TEAM MEMBER SUCCESS.
We are committed to our team members’ success. We strive to create an environment that attracts and retains the best talent while offering continuous learning, professional development, and career growth opportunities. We recognize and reward our team members for their contributions to the organization and to our students.

PURSUE RESULTS WITH PURPOSE.
​​​​​​​We pursue results with a sense of purpose reflective of our student-centered mission. We take responsibility for supporting ambitious student outcomes and hold each other accountable to this end. We think strategically and critically, greet new ideas and challenges openly, and look for innovative solutions to challenges.

HAVE FUN. BUILD ENERGY.
Enjoying what we do is central to achieving our goals. Building energy, having fun, being optimistic, and creating a positive working environment are all critical to our success and that of our students. We strive to be inspired and to inspire others. We consistently show appreciation and celebrate our successes, both large and small.

WORK AS ONE.
​​​​​​​We believe that diverse, inclusive teams produce breakthrough results.  We strive to build and maintain positive relationships with team members from all types of backgrounds by showing respect and humility when interacting with each other and resolving conflicts in a constructive manner.  By working together, we win together, ensuring that the goals of the institution are the focal point of our efforts.

UMA will NEVER ask you to send money or ask you to provide bank account information in order for you to get reimbursed for tools to work. If you have been contacted by someone claiming to be from UMA about a job posting, you can always verify the position at https://careers-ultimatemedical.icims.com/