Associate Bursar Job in Juneau 2023

CLASSIFICATION: Fiscal Professional 3

GRADE: Grade 80

WORK TYPE: On Campus, Staff Full-time

ADMINISTRATIVE UNIT: University of Alaska Southeast

SCHOOL/BUSINESS UNIT: Administrative Support Services

LOCATION: Juneau

CATEGORIES: Administrative/Personnel, Business/Accounting/Finance, Student Affairs/Services

Position Summary:

Are you looking for a fulfilling career supporting students towards reaching their goals? The UAS Bursar’s Office is seeking an Associate Bursar to support critical functions in a small team environment and independently assisting students and outside agencies to facilitate accurate fee assessment and payment receipt of student tuition and fees. This is a fast-paced, dynamic, evolving position that is a good fit for candidates with strong attention to detail and strong student-centered customer service with experience communicating effectively and professionally with multiple stakeholders. This position manages our online textbook website, processes student refunds, student account maintenance functions, and assists with other accounts receivable related tasks.

Duties:

MBS Direct Bookstore Representative: Builds and maintains semester textbook adoption lists and liaison with MBS Direct representative for campus online bookstore. Reviews and processes student requests for advances against projected financial aid or third-party authorizations to make MBS Direct book purchases. Requires basic understanding of Financial Aid data and eligibility.Staff & Performance Management: Direct, manage, and supervise the Lead Cashier – Fiscal Tech 3 position in the Office of the Bursar: Guide and train staff. Delegate work to direct reports and assist supervised employees as needed to meet deadlines. Develop personal growth opportunities, and mentor and empower staff. Create a workplace culture consistent with the Bursar’s mission and foster a spirit of collaboration, teamwork, and unity.

Communicate AR goals with staff as well as plan and implement processes to improve efficiencies.Agency Receivables: Following UAS policies and third-party authorization, position develops and fosters positive working relationships with external agencies, private donors, and students who wish to establish third party student account sponsorships. Including working with school districts, advisors, and families of dual enrollment students, reconciles and generates billing for school districts, home school programs and coordination with the Alaska Advantage program. Process authorization requests for tuition, fees, textbooks, and other educational materials charged to the student account.

Create agency contracts for authorized charges and invoice sponsoring agencies for payment. Adjust agency contracts and invoices for changes in registration and other sources of funding, interpreting and applying institutional, state, and federal fiscal policies. Responsible for preparation, submission, collection, and reconciliation of various government agency tuition assistance program billings. Generates billing for campus MOA, room rentals, and sponsored work as assigned. Coordinate with Lead Cashier for application of payments to appropriate accounts. Reconcile agency and balance sheet accounts related to student accounting and third party receivables; ensure charges comply with the contract and have been recorded to the appropriate account: correct as necessary. Analyze and reconcile past due agency accounts; initiate appropriate collection activity to obtain payment.

Write off uncollected balances within authorized limits. Process UA employee education benefit tuition waivers, contract exemptions, military tuition assistance, and other contract-like payments. In compliance with University policy and procedures, the position acts in a professional manner as a financial liaison with representatives of external third-party agencies.Student Accounts Receivable and Refund Management: Assists the Bursar with processing student account refunds resulting from financial aid disbursements, registration changes, housing deposit releases, and as directed by Bursar. Analyzes student accounts to ensure proper tuition and fee assessment. Determine appropriate method of student refund, referring questionable balances to Bursar for review and adjustment as necessary. Applies knowledge of UA policies, federal regulations, and 3rd party policies.

Assists with Student Exchange Program account administration by reviewing and adjusting student tuition and fees based upon exchange program or other specialized tuition discount programs for UAS campuses. Assists the Bursar with the annual preparation of IRS Form 1098-T, pfd garnishments, and collection processes. Reconciles and works to timely resolve stale dated student refund checks, stop payment and reissue of lost student refund checks. Assist Bursar with review of stale dated Financial Aid Title IV refund checks.Cashiering: Cashiering Grant payments submitted by Grants staff, including all payment forms, adjustments, and grant fund returns.

Assists and provides support to Cashiering front counter staff. Receipt of payments, processing departmental revenue reports, answering student and staff financial questions. Issuance of University ID cards, opening and closing Cashier counter as needed. Assists with research and adjustments necessary to reconcile General Ledger Accounts that are related to student transaction activity. Petty Cash and Change Fund custodian. Principally responsible for monthly, and annual reconciliation of cash funds.Customer Service: Provide backup support to the Lead Cashier, front desk, and department email accounts providing the highest level of customer service and ensuring compliance with the Family Educational Rights & Privacy Act (FERPA). Provide accurate information in a professional manner to students and external agencies inquiring about their account status including charges, credits, adjustments, and payments as well as University, state, and federal policies and procedures.

KNOWLEDGE, SKILLS, ABILITIES:

• Knowledge of generally accepted accounting principles required
• Experience with billing and receipt collections
• Strong reconciliation and problem solving skills required
• Strong organizational skills and the ability to multitask
• Excellent written and oral communication skills
• Excellent customer service skills are a must.
• Ability to communicate and interact effectively with all University stakeholders
• Ability to work as an integral member of a small team in a one-stop shopping environment
• Knowledge of Banner accounting software, UA policies, and Dept. of Defense billing
processes preferred

TYPICAL EXPERIENCE:

Four years of professional fiscal experience or an equivalent combination of training and experience. At least 2 years of supervisory experience preferred. Ability to oversee and assist in a wide variety of job functions.

REQUIRED EDUCATION OR TRAINING:

Bachelor’s degree in Accounting, Business, Management or related field and 4 years professional fiscal experience, or an equivalent combination of training and experience sufficient to perform the functions of the position.

Basic understanding of professional cash handling or Accounts Receivable experience.

Experience in MS Office and computerized accounting software.

SALARY INFORMATION:

This is a full-time, 12-month, exempt staff position complete with both a competitive salary and full employee benefits package. New hires will be placed on the UA staff salary schedule, Grade 80, based on education and experience.

SPECIAL INSTRUCTIONS TO APPLICANTS:

Please attach a resume, cover letter, and the names and contact information (email address and phone number) for three (3) professional references with your application.

The review process for applications will be begin on April 3, 2023.

Application Closed: April 3, 2023

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