Assistant Director, Student Accounts

Description

Background:

Founded in 1863, Saint Mary's is a residential campus nestled 20 miles east of San Francisco in the picturesque Moraga Valley. Based in the Catholic, Lasallian and Liberal Arts traditions, Saint Mary's currently enrolls more than 3,100 students from diverse backgrounds in undergraduate and graduate programs. The De La Salle Christian Brothers, the largest teaching order of the Roman Catholic Church, guide the spiritual and academic character of the College.

As a comprehensive and independent institution, Saint Mary's offers undergraduate and graduate programs integrating liberal and professional education. Saint Mary's reputation for excellence, innovation and responsiveness in education stems from its vibrant heritage as a Catholic, Lasallian and Liberal Arts institution. An outstanding, committed faculty and staff that value shared inquiry, integrative learning and student interaction bring these traditions to life in the 21st century. The College is committed to the educational benefits of diversity.

Summary:

Under the direction of the Director of Student Accounts, this position is responsible for the efficient and

effective organization of all functions related to billing, refunding, loan disbursement, customer service,

cashiering, collections, and record maintenance within the student accounts area in accordance with

federal law, state law, and SMC policies.

The Assistant Director works closely with the Director and the team in developing, administering, and implementing

policies and procedures relating to all aspects of Student Accounts. It serves as back up role for the

Director.  The Assistant Director complies with federal regulations, particularly related to Title IV funds

and FERPA, and ensures a strong environment of internal controls.

Responsibilities:

BILLING

This position is integral to the billing and collection of over $120m in tuition revenue and $18m in housing, including but not limited to the following:

• Responsible for assisting with the creation of the Rate Tables for tuition charges, housing charges, and other fees. The tuition rate tables include thirteen unique academic levels each with different rates and rules. Tests the data to ensure data integrity. Responsible for running the daily 'biller' for two academic calendars. Ensures the accuracy of the records to facilitate the flow of information between the Business Office, the Registrars Office, Enrollment Management, the Office of Financial Aid & Scholarships, Campus Housing Office, and other related offices.
• Ensures that charges and billing are completed according to the established accounting schedule.
• Creates and launches the monthly payment plan in coordination with our third party vendor, Touchnet. Launches monthly eBills for graduate, professional, credential, and undergraduate students, to support ongoing cash flow and tuition reasonableness.
• Reconciles end-of-day electronic files of tuition payments and non-tuition (marketplace) transactions.

FINANCIAL AID/REFUNDS

Responsible for the disbursement of financial aid through the FA Transmittal Register. Reviews and interprets data for accuracy and works with the Associate Director(s) of Financial Aid to correct any errors.

Responsible for processing refunds in accordance with federal regulations, including Title IV and VA regulations as it relates to cash management and administration of federal aid. SMC disburses $22m in Federal Direct Loans funds. Works closely with the Athletics Compliance Department to issue monthly athletic stipends.

CUSTOMER SERVICE

Responds to students, parents, faculty and colleagues regarding student billing and account issues. Responses may be in-person, over the phone, by email or by written notice. Handles sensitive situations. Resolves complaints with tact and diplomacy while projecting a positive image. Follows up and follows through with issues, complaints or questions. Enforces SMC policies regarding payment and registration deadlines and makes decisions by carefully analyzing account history and SMC policies.

Reconciles the cash drawers and petty cash fund according to established office procedures and ensures the daily deposits balance. Demonstrates consultative skills while working with internal and external constituent groups in higher education. Attends New Student Orientations.

REPORTING and RECONCILIATION 

Produces reports for various campus departments, including reports based on tuition revenue, restriction codes, or clearance codes. Works with numerous departments such as t