Position Title:
Associate Bursar, Operations
Position Type:
Regular
Hiring Range:
$69,600 - $81,850 / annual; commensurate with experience.
Pay Frequency:
Annual
POSITION PURPOSE
Responsible for overseeing and providing leadership for the Bursar Office in managing the day to day operations. The incumbent provides operational guidance to ensure timely, accurate, and customer oriented financial information for students and their families as well as peer offices. The position requires excellent communication skills and a collaborative approach in support of federal regulations and application to processes and procedures. Develops and supports University policies and procedures ensuring goals and objectives are met.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Student Accounting and Receivables
Provides leadership for accurate and timely billing and collecting of tuition receivables for the University. Remains competent in collection regulations and other lending practices to ensure compliance in billing and receivable collections.
Analyzes, researches, independently makes decisions, and resolves complex issues pertaining to account balances, functional processes utilized, internal control implications, and compliance with internal and external policies. Prepares analysis and summaries.
Prepares and ensures compliance with annual IRS requirements for educational expense reporting to include 1098-T and 1042-S Forms.
Monitors account balances and ensures accurate and timely processing of Title IV refunds in compliance with all financial aid regulatory requirements.
Oversees and ensures student account information is provided timely and that policy and procedures are communicated and applied accurately and consistently.
Oversees and ensures proper accounting and internal control practices and procedures are utilized.
Oversees the development and communication of the Bursar operations calendar to ensure peer offices are up to date and meet critical deadlines.
Customer Service
Facilitates an open and responsive environment for assisting students and their families with education financing and payment programs to enable continued enrollment and successful degree completion.
Interacts professionally and directly via email and phone with difficult stakeholders to collect on balances due.
Builds and maintains collaborative working relationships with OneStop, Financial Aid, Registrar, Housing, Admissions, Wellness Center, Drahmann Center, Graduate Records Offices, Information Technology, JST, and Law School Offices in regards to Bursar Office policy, procedures, systems, and clear, consistent communications.
Provides Bursar team members with mentoring and training in relation to department, University, and regulatory compliance policies and procedures.
Responsible for producing an informative and effective web presence through innovative pages catered to supporting Bursar Office and University objectives.
Student Financials
Provides guidance in establishing, implementing, and supporting institutional policies in relation to the Bursar Office operation.
Provides input for planning and automation as well as leadership in recommending and implementing state of the art practices.
Assists with testing and implementing new processes including software upgrades and conducting system audits to ensure compliance and data integrity.
Ensures continuous online services to students and their families through testing and providing guidance for end users.
Remains current on trends, regulations, policies, and best practices in student accounting services, accounts receivable analysis and reporting, and educational financing.
Maintains excellent working relationships with external vendors to ensure service levels and support meet expectations and limit system downtimes.
Prepares and reviews Bursar Office policy and procedures documentation.
Other duties as assigned.
PROVIDES WORK DIRECTION
2 FTE's
GENERAL GUIDELINES
Recommends initiatives and implements changes to improve quality and services. Identifies and determines cause of problems; develops and presents recommendations for improvement of established processes and practices.
Maintains contact with customers and solicits feedback for improved services.
Maximizes productivity through use of appropriate tools; planned training and performance initiatives.
Researches and develops resources that create timely and efficient workflow. Prepares progress reports; informs supervisor of project status; and deviation from goals.
Ensures completeness, accuracy and timeliness of all operational functions. Prepares and submits reports as requested and required.
Develops and implements guidelines to support the functions of the unit.
QUALIFICATIONS
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.
Knowledge
Demonstrated knowledge of auditing practices and procedures.
Working knowledge of federal and state debt collection laws.
Advanced working knowledge of Microsoft Office tools and relational databases.
Expert working knowledge of FERPA, GLBA, PCI, California Privacy Act, and Red Flag Rules.
Skills
Exemplary interpersonal skills to ensure efficient procedures are communicated and maintained.
Strong leadership and supervisory skills.
Outstanding verbal and written communication skills.
Competent in coordinating and organizing multiple complex projects and managing competing deadlines.
Excellent problem-solving skills and strong negotiation skills.
Abilities
Able to interpret and implement policies to support Santa Clara's goals
Proven ability to maintain professionalism in adverse situations.
Positive attitude, proven ability to work successfully with diverse populations and demonstrated commitment to promote and enhance equity, diversity, and inclusion.
Capable of working in an environment with multiple interruptions while ensuring completion of job tasks timely and accurately.
Ability to provide and set example of outstanding customer service to all constituents.
Demonstrated ability to work independently.
Displays strong initiative and exercises discretion and judgment on significant matters.
Education & Years of Experience
Bachelor's degree in Business Administration, Accounting or related field required. 5 or more years of progressively responsible work experience required. Minimum of 3 years supervisory experience; or a combination of education, training, and experience. PeopleSoft and Workday experience preferred.
Experience in higher education with focus on student financial services, accounts receivable, student loans, collections, and financial aid administration.
Experience in a highly automated office environment with in-depth knowledge of PeopleSoft or Workday Student systems or similar database.
PHYSICAL DEMANDS
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.
G. WORK ENVIRONMENT
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.
COVID-19 Statement
The health and safety of the university community is a top priority. All Santa Clara University students, and employees are required to be vaccinated against COVID-19 or request a medical or religious exemption. Please visit our COVID-19 webpage for additional information.
EEO Statement
Equal Opportunity/Notice of Nondiscrimination
Santa Clara University is an equal opportunity/equal access/affirmative action employer fully committed to achieving a diverse workforce and complies with all Federal and California State laws, regulations, and executive orders regarding non-discrimination and affirmative action. Applications from members of historically underrepresented groups are especially encouraged. For a complete copy of Santa Clara University's equal opportunity and nondiscrimination policies, see https://www.scu.edu/title-ix/policies-reports/
Title IX of the Education Amendments of 1972
Santa Clara University does not discriminate in its employment practices or in its educational programs or activities on the basis of sex/gender, and prohibits retaliation against any person opposing discrimination or participating in any discrimination investigation or complaint process internally or externally. The Title IX Coordinator and Section 504 and ADA Coordinator is Aaron Zisser, Director of Equal Opportunity and Title IX, 408-551-3043, azisser@scu.edu , www.scu.edu/title-ix . Inquiries can also be made to the Assistant Secretary of Education within the Office for Civil Rights (OCR).
Clery Notice of Availability
Santa Clara University annually collects information about campus crimes and other reportable incidents in accordance with the federal Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. To view the Santa Clara University report, please go to the Campus Safety Services website . To request a paper copy please call Campus Safety at (408) 554-4441. The report includes the type of crime, venue, and number of occurrences.
Americans with Disabilities Act
Santa Clara University affirms its' commitment to employ qualified individuals with disabilities within the workplace and to comply with the Americans with Disability Act. All applicants desiring an accommodation should contact the Department of Human Resources , and 408-554-5750 and request to speak to Indu Ahluwalia by phone at 408-554-5750 or by email at iahluwalia@scu.edu .
To view the full job posting and apply for this position, go to https://wd1.myworkdaysite.com/en-US/recruiting/scu/scu/job/Santa-Clara-CA/Associate-Bursar--Operations_R3856
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