The Assistant Director of Student Accounts' primary responsibility is to deliver professional customer service to students regarding student accounts and related student issues and to maintain GSEP students’ accounts. The position serves as a member of GSEP’s Student Financials team and provides support to the Financial Aid, Student Services, and Admissions departments, as well as the Education and Psychology Programs’ Offices. In addition, the Associate Director of Student Accounts is responsible for supervising three Student Accounts Coordinator positions.

Duties

• Manage the Daily Operations of the GSEP Student Accounts Department:
  • Train, supervise, and delegate work to the Student Accounts Coordinator.
  • Train and supervise graduate assistants for additional departmental support as needed.
  • Propose alternative payment plans for students who require special circumstances and implement alternative payment plans upon supervisor's approval.
  • Conduct periodic audits and reviews to audit student accounts, payment plans, company reimbursement, hours enrolled vs. tuition charges.
  • Review approved medical withdrawals for eligibility each term as students return and register, and coordinate awarding of Letters of Credits with the Financial Aid Office as needed.
  • Work with GSEP IT department to continually analyze and improve business functions (queries, automation, etc.) in PeopleSoft.
  • Coordinate with the Program Office and Student Services teams to retrieve and put together GSEP set-up information for calendars, due dates, and fees each term. 
• Direct and support the Student Accounts Team to:
  • Maintain student accounts data for GSEP students, which includes all school charges such as tuition & fees, and credits such as company reimbursement, payments, credited financial aid, and refunds.
  • Establish appropriate payment plans for students per University and GSEP policy.
  • Maintain correspondence and documentation regarding student accounts, i.e., Aware letters, Ten Day letters, promissory notes, re-negotiation letters, and statements/invoices upon request.
  • Apply/Update service indicators (holds), including registration holds, on students' accounts per University policy.
  • Receive and process payments for students' accounts.
  • Process student refunds in a timely manner, including inputting data in the system, coordinating with Malibu to generate refund checks, and mailing of refund checks along with relevant information.
  • Apply late fees and withdrawal fees as soon as they are applicable. Run tuition calculation when necessary to update students' accounts.
  • Manually update accounts as needed for approved cross-registration or incorrect account activity due to program changes, and review/audit these accounts periodically throughout each term.
  • Review registration and aid adjustments for correctness, and request changes where needed.
  • Send student account information requested by students for the students' records, third-party billing, and/or company reimbursement.
  • Update Student Account pages on both the main and Community websites. 
• Student Support Leadership:
  • Coordinate with Program Directors on various projects, changes to the programs, and program-related international trips.
  • Coordinate with the different Admissions Teams to answer student questions, resolve issues, and train staff as needed.
  • Coordinate with Registration & the Associate Deans Offices when administratively dropping courses, allowing late registration, signing off on audit requests, and approving cross registrations.
  • Conduct research on student account problems and maintain communication related to them with all involved parties.
  • Present introductory information to new students and represent department at orientations.
  • Assist supervisor with handling and resolving student grievances and appeals Audit the amounts on the 1098-T forms for GSEP students yearly and as needed.
• Student Financials Team Support:
  • Provide daily support and assistance as needed to all members of the Student Services, Financial Aid, Registration, Student Records, Admissions, and Program Offices.
  • Actively participate in student financial services phone tree, answer calls ,and respond to student inquiries and needs related to the Financial Aid and Student Accounts departments.
• Company Reimbursement and Special Billing:
  • Participate in third party meetings as representative of GSEP and/or Pepperdine where updates on policies, processes, and systems are determined, and participate in trainings when offered.
  • Coordinate with the University's VA Certifying Official to set-up and update students accounts as needed.
  • Work cooperatively with PGBS regarding special billing issues, correspondence, and documentation. 
• Student Service:
  • Interact with students in a professional manner and maintain the confidentiality of student account information.
  • Meet with students one-on-one to advise and answer questions about tuition charges, payment arrangements, and policies
  • Respond promptly to student inquiries, i.e., telephone calls, e-mail, letters, and walk-ins.
  • Respond promptly and work proactively with Student Services Team to resolve student accounts issues and problems
  • Communicate information regarding and facilitate requests for the 1098-T forms for GSEP students Ensure receipt of necessary company reimbursement documentation and maintain student company reimbursement files.
  • Input company reimbursement plans for students in the computer system in accordance with University policy and company guidelines for reimbursement. Apply late fees, as appropriate . Maintain regular communications with students on company reimbursement, i.e., notification letters, and invoices.
  • Provide the Financial Aid Office with a list of students on company reimbursement at the beginning of each term.
  • Ensure receipt of necessary third party and student documentation to release information to the third parties and defer student balances.
  • Establish special billing accounts when paid by third parties and adjust students accounts as payments are received.
  • Bill companies by creating and mailing invoices.
  • Follow-up with third parties for past due invoices.
  • Maintain regular correspondence with companies and students regarding due dates, additional fees, and balances covered.
  • Maintain regular correspondence with third parties and students regarding course coverage, eligibility, registration, late payments, and balances covered. 
• Coordination with Malibu Student Accounts:
  • Attend meetings with Director of Student Accounts and all Student Accounts personnel when requested.
  • Serve as a liaison and represent GSEP and its students at relevant meetings.
  • Participate in PeopleSoft regression testing.
  • Act as official department representative, tester, and approver for all regression testing.
  • Input GSEP term set-up information into PeopleSoft and coordinate with the Director of Student Accounts as needed (e.g. new item creation, confirmation of set-up, final approval).
  • Participate in testing or training events for new systems, servicers, and processes as a representative of GSEP and/or Student Accounts as needed. 
• Perform other duties as assigned, including:
  • Participate in teams, committees and other group activities, including participation in GSEP graduation ceremony activities and staff meetings.
• Uphold University mission through work performed - (Essential)

The above information has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.

Skills and Qualifications

Required:

• Bachelor’s degree
• 3+ years of experience in finance and/or student services in a higher education setting.
• Adaptable to current and emerging technologies and willingness to utilize current technologies as a means of obtaining and processing student information, and the extraction, analysis, and upload of data for reporting.
• Ability to analyze and integrate financial and other student information in order to assist with problem-solving and decision-making.
• Strong customer service skills, including the ability to maintain a professional manner and confidentiality when dealing with sensitive student information.
• Strong organizational skills and ability to prioritize and balance multiple priorities and competing deadlines.
• Strong communication skills in order to communicate effectively, both in writing and verbally, with students, faculty and staff.
• Ability to enforce University policies and procedures.
• Ability to work independently and to take initiative, as well as work in a team-oriented environment.
• Strong ability to trouble-shoot and problem solve in a proactive manner.
• Ability to maintain productive, mutually respectful and collaborative interpersonal working relationships with staff, faculty and students. Proven experience with mainframe systems, Google Suite, data entry, Microsoft Word and Excel.

Preferred:

• 5+ years of experience in finance and/or student services in a higher education setting.
• 2+ years of management experience.
• Experience with PeopleSoft systems

This is a Regular, Exempt, 40 hour per week position.

Expected Pay Range: $70,304 - $72,384 per year

The above pay range reflects what Pepperdine University reasonably expects to pay for this position at time of posting. Actual compensation may vary based on relevant factors such as work experience, market conditions, education/training, and skill level. In addition to base pay, Pepperdine offers a robust and highly competitive benefits package.

Pepperdine is an Equal Employment Opportunity employer and does not unlawfully discriminate on the basis of any status or condition protected by applicable federal, state, or local law. Pepperdine is committed to providing a work environment free from all forms of unlawful discrimination and harassment. Engaging in unlawful discrimination or harassment will result in appropriate disciplinary action, up to and including dismissal from the University.

Pepperdine is religiously affiliated with the Churches of Christ. It is the purpose of Pepperdine to pursue the very highest employment and academic standards within a context that celebrates and extends the spiritual and ethical ideals of the Christian faith. While students, faculty, and staff represent many religious backgrounds, Pepperdine is permitted under applicable law and reserves the right to seek, hire, and promote persons who support the goals and mission of the institution, including the right to prefer co-religionists who support Pepperdine's Christian mission.

Qualified individuals should be able to show respect for workplace differences, and have the ability to work effectively with individuals from different backgrounds.

Offers of employment are contingent upon successful completion of a criminal, education, and employment screening. The University conducts such screenings in compliance with applicable laws and with the objectives of evaluating risk and supporting a safe environment for students, faculty, staff, and guests; safeguarding key University assets including people, property, information, and the University’s reputation; and providing comprehensive job-related information to University leaders to enable them to make prudent hiring decisions. Individuals will be required to disclose any criminal convictions on a designated form after receiving a conditional offer of employment; failure to disclose accurate information may result in withdrawal of the offer or termination of employment. Qualified individuals with criminal histories will be considered for employment in compliance with applicable laws, including the Los Angeles County Fair Chance Ordinance.