What are the responsibilities and job description for the Student Accounts Compliance Administrator position at Delaware State University?

Location : 1200 N Dupont Highway, Dover

Job Type : Professional

Job Number : 2024-00174

Division : Finance

Department : Finance - Student Accounts

Opening Date : 10 / 08 / 2024

General Description of the Position

Responsible for authorizing and maintaining compliance of student ledgers by posting all course charges in a timely manner when due, approving issuance of books and supplies to all students when needed, responsible for tracking and approving student out of pocket payments on a month to month basis, submitting delinquent student accounts to collection agencies when needed, accepting and receipting student / misc. payments daily.

Essential Functions & Required Knowledge, Skills and Abilities

The following are the functions essential to performing this job :

Fully being able to make professional decisions to coordinate the creation of a new student ledger per student by program and approve the posting of all charges per award year / payment period based on the enrollment agreement.
Manages financial functions pertaining to Student Accounts, Banking. Communicates with other departments throughout the College (i.e. Student Services, Financial Aid, Office of Information Technology, etc.) and with Business Officers throughout the state to facilitate workflow. Responsible for outbound and inbound student communication.
Authorize and approve students who are put on payment plans to ensure that the payments are being made timely monthly. Authorize the decisions to send delinquent accounts to collections agencies if internal collections procedures are not working.
Provide technical support and training for updates, changes, and system modifications.
Generate and process invoices to students and approve third parties, including following up on audits.
Develop, coordinate and participate in educational and training programs to enhance compliance and awareness of compliance issues.
Professionally Counsel active and inactive students on financial matters that involve proactive problem solving and making decisions regarding on the spot problem solutions.
Generate weekly receivables reports to make supervisory decisions on continued communication with students and parents to record receipt payments in the administrative software systems.
Perform high quality customer service, including phone, email, and counter assistance, to students to assist with requests, inquiries, and account resolution
Approve voucher and non-tuition related charges and adjustments to students account.
Authorize and maintain the hold list on student accounts.
Approve and adjust system detail and priority codes that will affect the posting of refunds with financial aid and finance.
Daily administration and approval of accounts for financial aid requirement completion and validation of charges / payments
Performs reconciliation procedures for transactions on a weekly, monthly, and annual basis to ensure accurate and timely posting to the general ledger. Ensures compliance with federal regulations related to refunds and cash disbursements
Troubleshoot system errors and develop solutions.
Follows up and resolve complaints and complex issues with no supervision.
Document all contact with students and financially responsible parties in Banner.
Ensures compliance with the university, standard accounting procedures.

Specific Area Functions

Administer University policy regarding the collection of tuition and fees.

Develop and implement strategies to ensure the prompt billing and timely collection of payments due to the university for tuition and fees, financial aid, third party payments, tuition waivers and miscellaneous.

Act as main point of contact for all third-party payers to maintain and regularly update all agreements.

Oversee all outreach to students regarding tuition account billing and collections.

Manage all payments, deposits and refunds.

Communicate and maintain policies, procedures, and internal controls for the accounting of cash, checks and other payments, and for the deposit of such payments. Work with Business office to monitor receivables and improve collections.

Ensure exceptional customer service is provided to students and all customers, particularly the timely and professional response to all inquiries. Ensure effective communication with students through the college website, email and mail correspondence, university-wide outreach, etc.

Administer and approve the maintenance and administration of Student Smart Card and related card services.

Generate reports on a weekly basis to identify students that are within 2 months of graduation & check their ledgers to approve and make sure all charges for the program have been correctly updated and posted (Banner).

Participates in developing and implementing strategies, policies and procedures to ensure the prompt billing and timely collection of student receivables

Control daily office operations; supervises the accuracy and security of student revenue transactions; enforces University policies regarding the collection of tuition and fees

Analyzes office performance against revenue targets and other relevant benchmarks; recommends and implements improvements

Perform other student accounts related duties as assigned.

Knowledge, Skills, and Abilities :

Ability to physically review student files on hand

Hearing.

Frequent bending for access to file cabinets.

Must be able to travel both locally and out of town.

Ability to read, write, speak, and understand English fluently. 2. Good verbal, written, and communication skills, organizational, interpersonal, and problem-solving skills.

Must be customer service oriented.

Must be creative and self-motivated.

Must be able to meet deadlines / due dates.

Must have the ability to operate a computer and other normal office equipment and 10 key calculators.

Must possess excellent telephone skills.

Excellent communication (written and verbal), time management, and organizational skills.

Must be able to meet the university's attendance and punctuality standards.

Qualification Standards

Bachelor's Degree from an accredited institution or equivalent experience, along with experience in higher education student accounting, accounting, and related activities is required.

Preferred : experience with Ellucian' s Banner Student Account Receivables and Billing system.

Proficient in computer skills (Microsoft office)

Performance Standards & EEO Statement

Lengthy billing and reconciliation skills are needed to properly maintain student's ledgers in correct balance.

Must be well organized and keep student files / ledgers up to date always and maintain back-up copies in digital form on a server.

Identify and make the necessary decisions regarding refunds due to either Dept. of Education or to the student when a student drops from their program. Prepares balance write off paperwork and obtains proper approval to post entry in school's student system (Banner).

Fully control and knowledge of current refund policies and regulations.

Understands all different Programs and departments the school has. Keeps up with current program hours, award years and period breakdowns as identified by the Financial Aid Department.

On a weekly basis, prepares and submits refund journals and / or refund check requests to be reviewed by Finance and to be processed by Accounts Payable.

Accounting skills needed to properly maintain student's accounts in correct balance.

Process and make the determination for refunds within Dept. of Education guidelines in a timely manner.

Must be customer service oriented.

Must be able to interact and communicate well with all departments.

Ability to work flexible hours as may be required during peak processing time.

Ability to meet expectation of managing daily workflow within set deadlines with minimal supervision.

EEO Statement

Delaware State University is an equal opportunity employer committed to fostering a diverse and inclusive academic global community. The University is dedicated to enhancing diversity and inclusion in all aspects of recruitment and employment. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity, gender expression, national origin, ancestry, citizenship status, physical disability, mental disability, medical condition, military and veteran status, marital status, pregnancy, genetic information, or any other characteristic protected by state or federal law. The University is committed to achieving a diverse faculty and staff and encourages members of underrepresented groups to apply.

Equal opportunity employer / program'' and "auxiliary aids and services are available upon request to individuals with disabilities''.

We offer a complete benefits package to full-time employees including health care, dental, vision, retirement, deferred compensation plans, flexible spending accounts, life insurance, long-term disability, holidays, vacation, and sick leave.

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