Travel & Student Financial Services Lead

Apply now Job no: 536156
Work type: Staff
Location: Maritime Academy
Categories: Unit 9 - CSUEU - Technical Support Services, Finance/Accounting, Probationary, Full Time
Position Description

Working Title: Travel and Student Financial Services Lead

Classification Title: Administrative Analyst/Specialist-12 Month Exempt II

Department Name: Financial Services

Time Base: Full-time

Pay Plan: 12 month 

Bargaining Unit:  9 (CSUEU)

Employment Type: Probationary/Permanent

Salary Range:

  • Hiring salary is anticipated at $6,700 - $7,200 per month commensurate with education and experience
  • CSU Salary Range: $5,022-$9,083 per month.

Benefits: Premium benefit package includes outstanding health, dental, and vision plans; life and disability insurances; pension (CalPERS); tuition fee waiver; and 14 paid holidays per year. See our benefits website for additional information.

Application Deadline: Open until filled. 

Position Summary:  

The Travel and Student Financial Services Lead is primarily responsible for the administration, and creation of plans and actions to support and achieve campus mission/objectives.  The incumbent is directly involved with the process of implementing these plans and development of all procedures and processes which includes policy recommendations related to faculty, staff, student travel and financial services.

About the California State University Maritime Academy:

Established in 1929, California State University Maritime Academy, a campus of the California State University, is the only degree-granting maritime academy on the West Coast. Located on the scenic Vallejo waterfront, the campus serves a student population of approximately 1000 undergraduates and 50 graduate students.

Cal Maritime offers seven baccalaureate degrees in Business Administration, International Strategy and Security, Facilities Engineering Technology, Marine Engineering Technology, Mechanical Engineering, Marine Transportation, and Oceanography. The undergraduate curriculum includes licensing programs for future merchant marine, coast guard, and naval reserve officers. Cal Maritime also offers a Master of Science in Transportation and Engineering Management degree, as well as a number of extended learning programs and courses.

Major Responsibilities

  • Provide lead work direction, train, and monitor the work of the personnel – in the Student Financial Services, Cashier’s and Travel Office for the campus including auxiliaries. 
  • Assist the University Controller with evaluating work performance and establishing priorities and timelines for tasks.
  • Interpret federal, state, and other agency regulations, policies, and procedures related to tuition and fees, including Federal and State travel.
  • Review and update functional processes to ensure Cashiering and Concur CTE systems are set up to achieve desired results.
  • Evaluate and coordinate resource needs.
  • Design and deliver customer service initiatives for faculty, staff, students, and campus community.
  • Communicate, problem solve and be a point of contact for a broad range of internal and external constituents on travel and student financial services.
  • Effectively collaborate with employees at all levels to ensure an efficient and effective working environment.
  • SAP Concur Travel & Expense (CTE) Essential Functions
    • Maintain and update Travel Policy, as needed and in compliance with CSU and State regulations.
    • Educate and schedule faculty, staff and students’ training on campus travel and expense policies to eliminate noncompliant activities and transactions.
    • Work directly with the Chancellor’s Office’s IT and Lead, vendor and other CSU campus functional officers related to the configuration and timely implementation of system upgrades. Organize and lead the hands-on testing of the enhancements and/or system solutions.
    • Oversee the review and audit of expense reports for completeness ensuring compliance with travel expense policies.
    • Serve as primary point of contact with our contracted travel agency for web-based travel agent system (Concur) and reports available to aid in reconciling.
    • Ensure travel account reconciliations for booked travel, campus travel credit card charges, and travel reports are timely completed to identify overdue expense reports.
  • Responsibilities for Student Financial Services includes, but not limited to:

    • Coordinate and provide lead direction for the various functions of the Student Financial Services Office such as, but not limited to: 
    • Interpret and apply CSU and campus fee policy to set up semester tuition and mandatory registration fee calculation and fees for housing, meals, parking, and other charges.
    • Setup semester board and stored value plans and import student plans to Blackboard, if applicable.
    • Research, develop and implement campus policies and procedures related to student registration, financial aid, student finance, and other related student activities.
    • Develop internal campus workflow schedules for Student Financials related to timing of registration, billing, fee due dates, enrollment cancellation, financial aid disbursements and refunds.
    • Provide direction and coordination with other Financial Services personnel related to cash and credit card reporting, student refunds and financial aid disbursements and refunds.
    • Ensure proper recording of the general ledger by monitoring the reconciliation student fees, deposits and clearing accounts monthly.
    • Establish the timely review and analysis of student fees reporting, census, student fee waivers, etc.
    • Coordinate with the Director of Financial Aid, the timing and correct application of financial aid to student accounts.
    • Oversee student refund processing as needed to ensure compliance with federal financial aid guidelines and act as a backup for Accounts Receivable function
  • Maintain and enhance Cash Receipts System (CashNet), Online/Web Fee Payment Systems & delivered PS Student Financial application.   
    • Perform CASHNet system implementation, upgrade, and maintenance.
    • Perform PeopleSoft Student Financials module implementation, upgrade, and maintenance.
    • Perform Blackboard system implementation, upgrade, and maintenance for board plans and stored value funds for students and campus departments.
    • Work with IT and consultants to manage file exports and transfers to/from subsystems to the general ledger.
    • Implementation of progressive technological advances and utilization of Oracle and baseline processes.
  • Tax reporting oversight

    • Direct the tax recording and reporting for eligible educational payments received, or amounts billed, for qualified tuition and related expenditures and financial aid disbursements required to be filed with the 1098T Tuition Statement.
    • Other appropriate duties as assigned.

Required Qualifications: 

  • A bachelor's degree and/or equivalent training and administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs.
  • Thorough knowledge of and ability to apply extensive expertise to complex programs and/or administrative specialties, including pertinent laws and regulations.
  • Demonstrated expertise in and advanced knowledge of the principles, problems, and methods of public and business administration and operational and fiscal management.
  • Expertise in administrative survey techniques, operations and systems analysis, statistical and research methods, and the ability to interpret and evaluate results to develop sound conclusions and recommend new or revised policies.
  • Ability to understand problems from a broad, interactive perspective and discern applicable underlying principles to conceive of and develop strategic solutions.
  • Ability to work with representatives from public and private entities and handle potentially sensitive situations.
  • Demonstrated consultative skills in working with internal and external constituent groups.
  • Ability to effectively present ideas and concepts in written or presentation format and use consultative and facilitation skills to gain consensus.

Preferred Qualifications: 

  • 5 years of experience in Concur CTE administration, student financial services, travel and student accounting/financial reporting.
  • Knowledge of fiscal policies and procedures related to administration of Travel and Student Account Financial programs.
  • Experience with integrated financial systems, including PeopleSoft, Integration Broker, CASHNet and Blackboard, and Travel application.
  • Ability to identify problems and troubleshoot system processes.
  • Experience with personal computers and application software such as word processing, spreadsheet, database and electronic mail.
  • Knowledge of University policies and procedures

Hours of Work/Travel:  Travel outside of normal business hours

Physical, Mental and Environmental Conditions: Involves mainly sitting; walking and standing is minimal; involves lifting lightweight objects limited to 15 pounds.

Background Check: Satisfactory completion of a background check (including a criminal records check and fingerprinting) is required for employment. CSU will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was conditionally offered the position.

Mandated Reporter: The person holding this position is considered a ‘mandated reporter’ under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 revised July 21, 2017, as a condition of employment.

Eligibility to Work:  Applicants must provide proof of U.S. citizenship or authorization to work in the United States within three days of the date of hire.

Title IX: Please view the Notice of Non-Discrimination on the Basis of Gender or Sex and Contact Information for Title IX Coordinator at:

EEO Statement: Cal Maritime is an Equal Opportunity, Affirmative Action Employer. The university subscribes to all state and federal regulations and prohibits discrimination based on race, color, religion, national origin, sex, gender identity/gender expression, sexual orientation, marital status, pregnancy, age, disability, genetic information, medical condition, covered veteran status, or any other protected status.  Reasonable Accommodations will be provided to applicants with qualifying disabilities who self-disclose by contacting the Benefits Coordinator at (707) 654-1146.

Application Procedure: Click "APPLY NOW" to complete the Cal Maritime Online Employment Application and attach the following documents: cover letter and resume. 

Disclaimer: The provisions of this job bulletin do not constitute an expressed or implied contract and any provisions contained may be modified or changed.

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