Assistant Director, Student Accounts, Both Campus Locations
About Mount Saint Mary's University:
Mount Saint Mary's is the only women's university in Los Angeles and one of the most diverse in the nation. The University is known nationally for its research on gender equity, its innovative health and science programs, and its commitment to community service. As a leading liberal arts institution, Mount Saint Mary's provides year-round, flexible and online programs at the undergraduate and graduate level. Weekend, evening and graduate programs are offered to both women and men. Mount alums are engaged, active, global citizens who use their knowledge and skills to better themselves, their communities and the world. www.msmu.edu
Mount Saint Mary's University is an equal opportunity employer. The University is thoroughly committed both to providing equal employment opportunities for all job applicants and employees, and to providing a work environment that is free from harassment, discrimination and retaliation. We will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws, including the City of Los Angeles' Fair Chance Initiative for Hiring Ordinance.
Applicants must be able to provide proof of eligibility to work in the United States. The University will not assist applicants with any visa matters. A background check will be required.
The Assistant Director of Student Accounts provides direct support to the Director of Student Accounts in overseeing the operations of the Student Accounts Department at both campuses. Duties include supervision of staff, and monitoring the financial records, transactions and clearance of perspective, current and former students. The Assistant Director of Student Accounts also participates in overseeing the ongoing clearance process as well as the administration of financial appeals. Other responsibilities include representing the office at events throughout campus. As an integral member of management, the Assistant Director of Student Accounts must lead by example and act as both confidant and trusted ally of the Director of Student Accounts in managing the department.
Duties and Responsibilities:
Primary responsibility to perform complex systems administration functions. Including maintaining billing rate tables for tuition, room and board, and fees. Prepare and execute test scripts and then evaluate results in relation to system releases and patches; research system issues and advise of possible resolutions; maintaining cashiering items and payment codes
Ensures accurate and timely billing to all students, including posting of manual charges and credits, calculating any applicable discounts or special rates, uploading and publishing, and handling billing questions from students, authorized representatives, faculty and staff
Performs systems administration functions for the following applications: ACI, Official Payments, ECSI, Datatel/WebUi Student Accounts Receivable, including registration and room billing configuration; and, CNB eDeposit. Supervise and coordinate the execution of test scripts in response to system releases and patches and evaluate testing effectiveness and results. The position is expected to support technological advancement to meet the operational needs for best business practices
Primary responsibility of non-active student account collections, including timely and thorough review of all accounts for accuracy; letters and phone calls to delinquent accountholders, tracking of collection notices/attempts, settlement negotiations, collection agency placement and relationship management with collection agencies. Review of monthly Trial Balance reports for collections general ledger accounts
Primary responsibility of supervising active student account reviews for correct balances, refunding credit balances, and issuing notices to delinquent account holders
Performs servicing of institution loans and the due diligence of student loans, which includes running weekly reports to review for accuracy, sending delinquency notices, documenting paid in full loans, and preparing aging loans for potential write offs
Assists with the supervision of cashiering operations on both campuses, including overseeing the processing of payment transactions, processing of overpayment refunds, and issuance of student refund checks in compliance with Title IV Cash Management regulations; administering the student cash advance program; processing departmental deposits; sponsored billing; petty cash reimbursements; and cash advance requests
Assists with the clearance process ensuring that Associates are performing their requisite clearance duties in a timely basis in the most efficient manner with the tools provided by OIT
Coordinates with the division and department management, support long range planning and assessments of the impact of new programs to the University students and community, participate in the development of policy, implement programs with consideration of compliance and audit issues
Provides official communications of student financial information, policies and procedures to students, parents, sponsors, faculty, and staff through interaction, formal orientation sessions, bulletin boards, campus publications, and meetings
Responsible for student payroll import processing; assist with employee Payroll approval in ADP; petty cash review, verification of processing is in adherence to the policy and sign off; work closely with Transportation and Parking Services to ensure accurate parking billing and posting of citations
Serves as primary department supervisor during absence of Director or as otherwise assigned
Special projects as assigned
Participates in various ongoing and temporary teams.
Provides ad hoc reporting to University Budget and Finance Committees and in response to internal and external audits as requested.
Recommend training and development of Student Accounts Staff.
Performs other job-related duties, as assigned.
Good working knowledge of Bursar operations and interrelationships to other Student Services, as well as, knowledge of finance in a higher education environment
Basic knowledge of general accounting concepts and principles related to accounts receivable, student loans, and collection techniques, customer service best practices, automated receivable and cashiering systems, compliance related reporting and regulations, and FERPA (proxy) privacy laws
Abilities and Skills:
Ability to interpret vision and strategy statements from the Bursar and motivate employees to reach top performance and to professionally and effectively communicate with a diverse University community
Ability to effectively manage and evaluate the work of staff; assign duties and responsibilities; oversee the work assignments to ensure work is done accurately and timely; and provide personnel development
Ability to interpret and apply applicable rules, regulations, policies and procedures, and analyze situations accurately to adopt effective courses of action
Ability to maintain personal composure in high stress situations as well as establish and maintain effective working relationships with others
Skilled to define problems, collect data, establish facts, draw valid conclusions and prepare clear, concise reports. Strong organization and prioritization, negotiation, management, customer service, oral/written communication and interpersonal skills
Skilled with spreadsheet, word-processing and presentation applications (Excel, Word and PowerPoint).
Skilled at solving basic mathematical equations
Bachelor's Degree in Business Administration, or closely related field, or a combination of degree and equivalent experience required
Minimum of 3 years' experience of full time progressively responsible experience in the administration of student disbursements and accounting, collection or cashiering functions
Experience must include at least 1 year in a managerial or supervisorial role
Work Location: Both Chalon Campus (West Los Angeles) and Doheny Campus (Downtown Los Angeles)
Start Date: Immediately
Applications Deadline: Open until filled
The University is committed to recruiting and retaining a diverse student population and workforce as a reflection of our commitment to maintain the excellence of the University, and to offer our students richly varied disciplines, perspectives and ways of learning. In compliance with applicable laws and in furtherance of its commitment to fostering an environment that welcomes and embraces diversity, the University does not discriminate on the basis of race, color, creed, religion, national origin, sex (including pregnancy and parenting status), disability, age, veteran status, sexual orientation, gender identity or expression, marital status or genetic information in its programs or activities, including employment, admissions, and educational programs. We encourage people of all backgrounds to apply to be a student or to work for the University.
Mount Saint Mary's University is an independent, Catholic, liberal arts university which provides a values-based undergraduate education for women, as well as innovative programs for professional men and women on two historic campuses in Los Angeles. The Mount is the only Catholic university primarily for women in the Western United States. It is also nationally recognized for its academic programs, its culturally diverse student body, and its focus on preparing the next generation of citizen leaders.