Associate Director

Description:
 

Job Description Summary:
 

Summary:

Responsible for the billing, recording, and collection of all university tuition and fees for student accounts to ensure accurate financial reporting. Ensures the Student Financial System (PowerCampus) accurately reflects all billing, payments, and disbursements associated with student accounts. Provides leadership, training and guidance for the Student Accounts Office staff to achieve excellent customer service for students, parents and internal/external customers.

Responsible for compliance with (1) governmental and other external loan agencies’ rules and regulations and (2) disbursement of student refunds in accordance with US Department of Education guidelines. Independent thought and judgement is required as well as personal initiative in completing required and assigned tasks. Work is performed independently under the direct supervision of the Executive Director, University Budgets and Student Accounts. Performance evaluation is based upon completion of assignments and results obtained. The position also works closely with the Associate Vice President and Controller on all financial matters.

The position directly supervises the Student Loan Coordinator, the Business Office Specialist, and Accounts Receivable/Student Accounts Coordinator Lead.

Duties and Responsibilities:

Requirements:

This position is eligible for a hybrid work schedule, but not guaranteed, as in-office work is at the discretion of the university and based on current needs.  The initial probationary (training) period is anticipated to be 100% on campus.

Job Duties and Accountabilities:

(All items listed below are considered “essential job functions” for ADA purposes.)

• Manage the day-to-day activities of Student Accounts for the University
  • Oversee the billing, refunds, and payments associated with student accounts
  • Oversee the aging A/R – collections operations with external collections agencies

• Oversee daily bank deposits for the university
• Oversee posting of financial aid awards received for the financial aid office
• Oversee student loan portfolio and ensure compliance requirements are met

Systems Maintenance and Support

• Manage and build all PowerCampus billing rules, which include Tuition, Fees, and Health Insurance for multiple academic programs and calendars
• Responsible for maintaining the Code Tables in PowerCampus to ensure accuracy of all billing data.  100% accuracy is expected to avoid erroneous billing.
• Oversee the TDX ticketing system for Student Accounts
• Manage the implementation and/or development of new and revised, student billing/cash receipt accounting systems, which assures agreement with internal and Generally Accepted Accounting Principles (GAAP);

Maintain accuracy of data contained on the Student Accounts website

• Compliance and Audit
• Ensure all governmental and external loan agencies’ rules and regulations are met and maintain internal documentation in support of that compliance
• Ensure disbursement of student refunds is in accordance with US Department of Education rules and regulations
• Compile, organize and report to Finance the data for the Schedule of Expenditures for Federal Financial Assistance (SEFA), needed for year-end reporting and audit documentation.
• Maintain the due diligence processes (which are necessary) to remain in compliance with the following regulatory agencies: Department of Health and Human Services, Gramm Leach Bliley (GLB), Family Educational Rights and Privacy Act (FEPRA), Title IV and other programs by the Department of Education, IRS. (pre and post-graduation)
• Ensure institutional compliance by participating in ongoing Federal/State training opportunities, professional organizations, and conferences
• Compile data and prepare work papers for both internal and external audits, provide assistance to both internal and external auditors.

Supervision of Student Accounts Staff

• Supervision of the Student Loan Coordinator
  • Oversee and manage duties and responsibilities of the Student Loan Coordinator, in support of the Student Accounts Office operations
• Supervision of Business Office Specialist
  • Oversee and manage duties and responsibilities of the Business Office Specialist, in support of the Student Accounts Office operations
  • Manage and resolve issues related to student health insurance billings and reconciliations to ensure WASC accreditation requirements are being met.
• Supervision of Accounts Receivable/Student Accounts Coordinator Lead
  • Oversee and manage duties and responsibilities of the Accounts Receivable/Student Accounts Coordinator Lead, in support of the Student Accounts Office operations
  • Other duties as assigned

Supervision of Student Accounts Staff:

• Direct supervision of the (a) Student Loan Coordinator, (b) the Business Office Specialist, and (c) the Accounts Receivable/Student Accounts Coordinator Lead.
• Ability to perform supervisory responsibilities in accordance with the organization’s policies and applicable laws.
• Ability to coordinate multiple projects/assignments simultaneously while assuring that daily tasks are being completed on time.

Skills and Abilities – the following are essential: 

• Ability to plan, direct and evaluate a complex operation, using human resources, time, funds and other resources for the accomplishment of long-term and short-term goals of the institution
• Ability to provide effective leadership while conducting multiple complex assignments in an environment that is always challenging is essential. Maintaining professionalism, proficiency and composure is expected.
• Ability to manage tasks effectively in an often fast paced work environment with heavy focus on proficiency, accuracy and quality customer service
• Demonstrates knowledge and understanding of all phases and processes related to a student’s enrollment, from admission application to graduation, in order to maximize customer service efficiency.
• Working knowledge of generally accepted accounting principles (US GAAP) and methods and terms, preferably with an emphasis on higher education accounting.
• Exercises detailed knowledge and sound judgment to assure ongoing compliance with legal, policy and procedural standards established at Federal, State and institutional levels.
• General knowledge of credit card industry processing and security of individual data.
• General knowledge of general invoicing and collection practices and procedures.
• Strong written, verbal and interpersonal communication and problem resolution skills are essential.
• Skilled aptitude for the analysis and interpretation of accounting and financial data.
• Ability to troubleshoot billing and student coding to solve incomplete student billing invoices.
• Ability to use a personal computer and other office equipment, including related University software and email.

Education and/or Experience:

• Bachelor’s degree in business or related field of study required; Masters degree preferred.
• Five years of increasingly responsible work within a student services role in a university setting, preferred.
• Work experience obtained at college or university preferred.

Physical Requirements:

• Ability to receive detailed information through verbal and/or written communication.
• Ability to sit and perform deskwork for 8 hours per day; however, must be mobile; some light lifting is required.
• Must be able to pull 10lbs for fireproof cabinets.
• Dexterity and flexibility of upper and lower body in order to push, pull, climb, stoop, bend, and stand.

Employee Status:

Regular

Exemption Status:

United States of America (Exempt)

Time Type:

Full time

Job Shift:

Pay Range:

$111,932 to $135,000Samuel Merritt University currently provides base salary ranges for all positions-on job advertisements-in the United States based on local requirements. Individual compensation will ultimately be determined based on a variety of relevant factors including but-not limited to qualifications, geographic location, and other relevant skills.