The Finance Office serves the needs of the university and its constituents. It is supported by the Controller’s Office which oversees the accounting, cashiering, procurement, and student financial services operating units. The Tax and Compliance Office promotes compliance to federal and state tax laws, serves as a campus resource with respect to tax issues, and oversees the university’s accounts payable and payroll activities. The Budget and Treasury unit conducts budget planning, capital financing, endowment investment, and cash management. The Office of Risk Management oversees the university's insurance policies and loss control efforts.
Responsible for the collection of monies owed to USD and the disbursement and refund of Financial Aid, in compliance with Title IV Federal Regulations. Safeguards monies owed to USD for tuition, fees, housing, meal plans, health insurance, fines and all other miscellaneous student charges ($350M annually); assists students and parents with accounts, negotiates payment agreements that are mutually beneficial to USD and students, when families are unable to make payments under standard terms.
Serves as the main point of customer service contact for Student Accounts phone extension and firstname.lastname@example.org email received, including research and resolution of all inquiries received. Completes student account transactions, third party billing, and prepares financial reports and reconciliations. Assists all student-service departments with student account inquiries. Completes special projects and provides Student Account presentations on campus as necessary.
Strong emphasis is placed on this person’s ability to work independently and use professional judgement in the completion of his/her assigned responsibilities. This position interacts with all levels of students and their families, and administrators and staff on a daily basis
Duties and Responsibilities:
Collection of student accounts for undergraduates, graduates, law, paralegal, open campus and online students.
- Contacts students with current and past due balances and counsels students on options to pay.
- Negotiates, establishes, and monitors special payment arrangements when needed.
- Informs parents and students of different options they can access funds to payoff their accounts.
- Monitors customer account details for non-payments, delayed payments and other inconsistencies. Maintains familiarity with the types of financial aid available, application deadlines, federal regulations, tuition, fees, miscellaneous charges, payment policies, billing for all programs, the refund process and account audits.
- Calculates and analyzes figures and amounts, work with mathematical concepts, and create/present financial information.
- Manages receipt and reconciliation of customer payments, bank wires, and ACH return items.
Assist students and parents.
- Answers students/parents questions regarding policies and procedures in other student services departments such as: Registrars, Housing, Financial Aid, etc.
- Assists students/parents with understanding their accounts and payment options.
- Helps students/parents meet their financial obligations while enforcing the university’s registration/payment policies.
- Maintains professional demeanor under stressful situations.
- Responds to inquiries regarding 1098T tax forms.
Community collaboration activities Contacts incoming first-year and transfer students via telephone to welcome them to USD and share important billing information and policies.
- Participates in webinar activities for incoming class. Represents Student Financial Services at Parent and Family Orientation Program, Summer Send-Off, Grad Fest, and additional events as needed.
- Participates in student outreach activities and promotion of USD services, and activities, as assigned.
- Participates in training programs for campus departments.
General student account duties.
- Enforces Federal regulations governing the application and disbursement of financial aid.
- Maintains and reconciles various student and AR accounts.
- Consistently demonstrates the ability to define billing problems, collect data, establish facts, and draw valid conclusions
- Ensures students have officially completed registration. Maintains confidentiality with sensitive student information, always working within the right to privacy guidelines, and in observance of the Family Education and Rights Act (FERPA).
- Works independently and within a team, makes sound business decisions, uses attention to detail, and manages multiple and competing demands in a fast-paced office environment.
- Assists in the development of written training materials, instruction, and new procedures.
- Provides direct supervision to student employees including work assignments.
- Cross-trains with co-workers to meet the work coverage and special assignment needs of the department.
- Completes special projects as assigned.
Special Conditions of Employment:
The University of San Diego is requiring all employees to follow our Covid-19 vaccine requirement process. https://www.sandiego.edu/onward/
Background check: Successful completion of a pre-employment background check.
Degree Verification Requirement: Persons offered employment in this position will be required to provide official education transcripts for degree verification purposes.
- Excellent customer service skills required.
- Collection/accounts receivable background preferred. Bachelor's degree and two years of work experience in student finance, student accounts or a related field. Additional experience may substitute for the degree requirement.
- Independent thinker and analytical problem solver.
- Proficient with Microsoft Excel and Word.
- Experience working in a higher education student accounts, financial aid or other student services (with financial emphasis) environment highly preferred.
- Knowledge of Title IV regulations and generally accepted accounting principles and fund accounting as they pertain to higher education or not-for-profit financial reporting.
- Customer experience in a call or customer center.
Performance Expectations - Knowledge Skills and Abilities:
- Strong personal computer skills with Microsoft Office applications.
- Ability to learn and operate within ERP student, cashiering, document-imaging systems. Ability to prioritize workload, balance changing priorities, meet deadlines, and work effectively under pressure with a high accuracy rate.
- Excellent communication, both written and oral, and proven ability to exercise goo working relations with a wide variety of people.
- Ability to write reports, business correspondence, and procedure manuals.
- Ability to work well under stressful situations and with difficult customers while maintaining a positive interaction. Ability to analyze, comprehend and explain detailed student financial accounts with accuracy.