The primary function of this position is to complete all required student accounting processes in an accurate and timely fashion, as outlined by University polices and to ensure quality service. The incumbent must exercise objective and impartial judgment on financial matters and possess the confidence in their ability to make crucial decisions with little or no supervision. Exceptional communication skills are essential along with the ability to respond to confidential and sensitive subject matter accordingly.
Essential Duties and Responsibilities
1. Student Accounting / Receivable
Process and review billing, refund requests and payment plans for accuracy. Sync scheduled processes with key members of Information Technology and Finance Office.
Communicate with other departments to ensure policies, procedures and processes are properly relayed that may directly impact the department staff or students.
Meet and collaborate regularly with various campus offices to coordinate processes to ensure timely and accurate billing. Make sure the communication of such to customers and program administrators.
Maintain internal calendar of important dates/processes. The timeliness of such are key to all internal and external billing and enrollment processes. Validate and share information with key offices to ensure information is relayed to students and any billing items, accounting adjustments are completed by the deadlines.
Perform reconciliation of student account or payment plan data for accuracy. Adjust accounting records accordingly.
Identify and resolve posting errors and inconsistencies with student accounts. Take corrective action, communicate with appropriate offices and/or make necessary accounting adjustments as needed.
Review and investigate tuition and fee disputes. Provide communication to student/parent and other office on results and action taken.
Utilize query tool/reports to identify delinquent accounts and communicate with individuals accordingly.
Complete responsibilities, duties, and tasks according to established practices, procedures, techniques, and standards with minimal supervision.
2. Financial Counseling / Default Prevention
Work objectively with students and family members on fulfilling their financial obligation to the University. Provide financial counseling and informative solutions on repayment and lending options to avoid default.
Develop viable payment options for students/families having financial difficulty. Identify specific needs and develop short-term repayment goals being mindful of enrollment policies.
Optimize communication utilizing social media sites to assist with identifying and contacting students.
3. Customer Service / Communication
Provide quality assistance to students and family members regarding student financial service transactions.
Proven experience communicating in a well-organized, courteous and effective manner with internal and external constituents and ability to adapt communication methods for various audiences.
Possess the confidence to resolve heightened inquiries and to accept ownership and follow through with issues needing further investigation for resolution.
Have an overall understanding of the functions of other related student service offices (Enrollment Service Center, Financial Aid, Office of the Registrar
4. Technical / Compliance
Ability to navigate and interpret PS Student Financial Services ( SFS ) data as needed to perform job functions.
Work with IT and Operations Manager on upgrade and patch testing for the SFS system.
Produce and interpret query reports for Bursar job processes.
Provide SFS training to campus and student employees as needed. Make sure offices that have access to SFS are updated regularly on system upgrades that may have a direct impact on their processes and/or assisting customers.
Thorough understanding of policies and regulations related to higher education such as FERPA , GLB , PCI - DSS as well as Federal and IRS reporting processes.
Other duties as assigned.
Provides Work Direction
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The items below are representative of the knowledge, skills, abilities, education, and experience required or preferred.
This position requires the ability to effectively establish and maintain cooperative working relationships within a diverse multicultural environment.
The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. In accordance with the Americans with Disabilities Act, as amended, the California Fair Employment & Housing Act, and all other applicable laws, SCU provides reasonable accommodations for qualified persons with disabilities. A qualified individual is a person who meets skill, experience, education, or other requirements of the position, and who can perform the essential functions of the position with or without reasonable accommodation.
Considerable time is spent at a desk using a computer terminal.
May be required to travel to other buildings on the campus.
May be required to attend conference and training sessions within Bay Area or in- or out-of-state locations.
May be required to occasionally travel to outside customers, vendors or suppliers.
The work environment characteristics described below are representative of those an employee encounters while performing the essential functions of this job.
Typical office environment.
Mostly indoor office environment with windows.
Offices with equipment noise.
Offices with frequent interruptions.
Experience with accounting principles and account reconciliation processes are essential.
Experience with an ERP system in a Higher Education setting extremely desirable.
Exceptional verbal, written, social media communication skills required.
Ability to work collaboratively in a team environment as well as able to take initiative and work autonomously.
Able to adapt to a multifaceted and high-profile working environment.
Proven ability to handle sensitive and confidential subject matter with discretion and assurance.
Santa Clara University, a comprehensive Jesuit, Catholic university located in California's Silicon Valley, offers its more than 8,000 students rigorous undergraduate curricula in arts and sciences, business, and engineering, plus master's, Ph.D., and law degrees. Distinguished nationally by the fourth-highest graduation rate among all U.S. master's universities, California's oldest operating higher-education institution demonstrates faith-inspired values of ethics and social justice.