Bursar/Registrar Specialist

Job Description Summary

Under general direction, this position provides comprehensive support to both the Office of the Bursar and the Office of the Registrar within the Student Business Center. Responsibilities include managing third-party billing and collections, maintaining student records, and assisting with various administrative tasks to ensure the smooth operation of both offices.

Principal Duties and Responsibilities

FUNCTIONS

• Billing and Collections
• Student Records Management
• Graduation and Commencement
• Communication and Customer Service
• Other Responsibilities

• Billing and Collections:
  • Responsible for the University’s third-party billing and collections process.
  • Generate College Credit Plus billing each semester and ensure accuracy according to ODHE reporting guidelines. Monitor and address disputes with high schools.
  • Review invoice requests, prepare and mail invoices, receive payments, and manage collection efforts for outstanding invoices. Maintain a spreadsheet for monthly reconciliation of general ledger accounts receivables.
  • Prepare and post journal entries twice a month (15th & 30th) for invoices and adjustments.
  • Collect money from various departments and Student Business Center Associates, balance cash fund, and reconcile cash reports. Prepare and deliver daily bank deposits.
  • Record, maintain, and report all receipts issued from University receipt books. Monitor and report violations of Cash Management procedures as per Ohio Revised Code.
• Student Records Management:
  • Process changes in majors, names, addresses, and course substitutions.
  • Manage student course registration, including late adds and course credit by arrangement.
  • Maintain the course schedule and academic room assignments within the student information system.
  • Evaluate and apply transfer credits, establish equivalencies with academic departments, and communicate results to students.
  • Coordinate scanning and indexing of documents into the document imaging system.
• Graduation and Commencement:
  • Assist with the graduation application process and commencement preparations.
• Communication and Customer Service:
  • Assist students, faculty, and staff with inquiries related to university policies and procedures.
  • Communicate with students via letter, email, and phone.
  • Perform clerical tasks such as answering phones, monitoring office email, photocopying, and ordering supplies.
• Other Responsibilities:
  • Process bulk mailings for past due student bills, collection letters, and tax documents. Serve as a backup to the other Bursar Specialist.
  • Perform other duties as assigned.
  • Serve as backup to the Service Business Center Associate when needed.

Minimum Job Knowledge, Skills and Abilities

MINIMUM KNOWLEDGE SKILLS AND ABILITIES REQUIRED

• Demonstrated expertise with automated computer systems and relational databases (i.e., Jenzabar, PeopleSoft, Banner, Lawson, etc.). Must be able to produce spreadsheets, reports and/or documents using current software applications (i.e., Microsoft Excel, Word, etc.).
• Must have high level interpersonal and communication skills to interact effectively with a variety of publics and situations.
• Must have excellent verbal and written communication skills (i.e., be able to probe in order to obtain intended questions and actual needs effectively).
• Must be detail oriented – able to pay attention to detail for accurate completion of transactions and reports, able to work in quick-changing area and meet tight deadlines in a fast-paced, high volume, and confidential service center environment.
• Must be able to complete work assignments while responding to frequent and varied interruptions.
• Motivated team player with a positive attitude and demonstrated ability to take initiative and provide superior customer service.
• Self-disciplined and able to work independently with strong work ethic and exemplary work place skills (punctual and task oriented).

Minimum Qualifications

• Associate degree or completion of a technical specialty program of two to three years duration
• Two years experience in a related area.