ADMINISTRATIVE FACULTY POSITION DESCRIPTION QUESTIONNAIRE To expedite and facilitate the PDQ review process, please send the PDQ and Org Chart electronically to marshag@unr.edu for discussion and for initial review before routing PDQ for approval signatures. Questions - call UNR-HR at 682-6114 ******************************************************************************************************************* INSTRUCTIONS: See http://www.unr.edu/vpaf/hr/compensation/placement.html for complete instructions. ******************************************************************************************************************* Incumbent(s) Name (if applicable): Andrea Rassuchine / Vacant 8/09 Position #(s): 10850 Current Title: Manager, Account Current Range: 3 (JCC:77894;3D;CA3030;CC012;E) Department: Controller’s Office Account #: College/Division: VP Administration & Finance / Business & Finance 1101-104-0901 with overlap of 2nd incumbent from 1201-104-0907 Action Proposed: (check all that apply) ( ) New position: Proposed Range: Proposed Title: (X) Title Change, Proposed Title: Manager, Student Accounting ( ) Proposed Reassignment from Range to Range (X) Revised PDQ only (no change in range) ( ) Line of Progression (show titles below) JCC (HR assigned): I certify that the statements in this description are accurate and complete to the best of my knowledge. ____________________________________________________________ Employee’s Signature __________________ Date I/we have reviewed the statements in this form and they accurately reflect the job assignments. ____________________________________________________________ Immediate Supervisor’s Signature Leah Gorbet, Controller __________________ Date ____________________________________________________________ Director/Chair/Dean Tom Judy, AVP, Business & Finance __________________ Date Approved for Salary Placement Committee review. ____________________________________________________________ __________________ Pres / Vice Pres / Vice Prov Signature Ron Zurek Date Vice President, Administration & Finance Position #: Job Class Code: Range: Approved Title: Action Approved by the President (Completed by Faculty HR): EEO Code: CUPA Code: Exempt: Yes or No Census Code: Effective Date: ____________________________________________________________ __________________ Employee Signature Date (Employee sign and send to HR for personnel file after PDQ approval for personnel file) Rev: 12/1/2008 Position Description – Manager, Student Accounting Page 2 1. Summary Statement: State the major function(s) of the position and its role in the university. Attach an organizational chart with positions, ranges, and names for the division which reflects the position in it as well as those supervised in the department. (This section is used for advertisement of the position.) The Manager, Student Accounting, supervises and directs the operation of the cashier, loan and student fee administration functions which include the collection, receipt and recording of all monies owed and paid to the university; the assessment, billing and collection of student fees through the Student Information System; the maintenance of graduate assistant student and general student insurance by collecting fees from students and submitting an electronic payment to the insurance vendor; and, the development of and compliance with university, state and federal policies, procedures and regulations regarding student information and federal loan programs. 2. List the major responsibilities, including percentage of time devoted to each. Provide enough detail to enable a person outside the department to understand the job (percentage first with heading and then bulleted information). 25% - Student Fee Assessment and Collection Maintain Student Information System (SIS) tables regarding rates, payment plans, fee waivers, deadlines for each type of payment each semester and update insurance information. Run reports to verify that courses and students have been entered by Enrollment Services to the appropriate fee calculation group (under graduate, graduate, Intensive English Language Center, web-based courses, etc.). Coordinate with Residential Life and Housing to upload the file for room, meal and security deposit charges for the current semester and apply deposits to the appropriate individual student accounts. Three times per semester (once at the beginning and twice during), print and mail student tuition billings for the current semester. Record and apply all receipts received via mail, the web or in person from students, third parties and university departments. On a daily basis, reconcile electronic student bank loans. 20% - Student Loan Program Administration Update and maintain loan program information received from the vendor and, on a weekly basis, upload National Student Clearinghouse data regarding the status of student borrowers. Once per month, produce in the loan software system a report of Perkins loan borrowers and forward the file to the university financial aid office for submission to the National Student Loan Data System (NSLDS) in compliance with federal loan reporting requirements. Upon receipt of the error report, corrections are made and resubmitted with the next month’s report. After approval by the university financial aid office, obtain signatures from student borrowers on federally required loan documents, which must be maintained for a minimum of three years after the loan is paid in full. Update student loan program information to reflect loan disbursements made to student borrowers. Approximately half-way through each semester, verify that students are still enrolled. If students are no longer enrolled or carrying sufficient credits, then the loan becomes active for repayment. Payments are billed, collected and recorded on a monthly basis and past due loans are sent to collection. On a monthly basis, reconcile all loan payment accounts. At the end of each fiscal year, prepare and submit two reports and provide data to the university financial aid office for a third report to comply with federal loan reporting requirements. 20% - Problem Resolution Resolve problems in person, on the phone and by email with students, parents, borrowers, third-party payers and university departments related to student fee assessment and collection and student loan programs. Position Description – Manager, Student Accounting Page 3 10% - Check Production, Printing and Distribution Produce and distribute student refund checks, and print and distribute accounts payable and payroll checks. Twice per week, or more often during peak times, run a report to identify students with a credit balance. Review the report for refund eligibility and edit the report to update students’ status and data. Submit a report to the university financial aid office to adjust the students’ accounts. Print and distribute student refund checks and upload and electronic funds transfer (EFT) file to Bank of America to credit each student’s account. On a daily basis using Troy software, download, print and distribute accounts payable checks. Three times per month, download, print and distribute payroll checks. 10% - Staff Supervision and Management Hire, train and evaluate classified staff. Develop and maintain accurate work performance standards for classified staff. Develop staff work schedules and assign duties to ensure the coverage needed for regular office hours and during peak registration periods. 5% - Report Production Produce reports regarding student fees billed and collected for financial statements and other reporting purposes. Generate reports from the Student Information System that identify student fees by payer source (student self-pay, federal loans, scholarships, waivers, etc.) and the nature of the fees (registration, housing, student health, lab fees, etc.) for financial statement purposes. Run reports to provide student fee data in response to requests from external auditors, the university budget office, university departments and university system administration. Run reports each semester on Millennium Scholarship funds distributed to request corresponding funds from the state and, at the end of each semester, reconcile funds disbursed to students. 5% - Policy and Procedures Development Develop policies and procedures to assure university compliance with state and federal regulations. 5% - NSHE Coordination for 1098T Reporting Coordinate with all the NSHE campuses the production, printing and distribution of 1098T federal tax forms (for student fees paid) for approximately 150,000 students statewide. 3. Describe the level of freedom to take action and make decisions with or without supervision and how the results of the work performed impact the department, division and/or the university as a whole. The Manager, Student Accounting, supervises staff, assesses and collects fees, manages the student loan program and resolves problems with minimal supervision from the Controller. The incumbent determines the billing and refund schedules for student fees to allow adequate time for payment. The manager is authorized to waive penalty fees for students and grant exceptions to payment deadlines. Information is provided to students and parents about payment schedules, repayment policies and eligibility requirements, and must be accurate and provided in a manner which is easily understood and instills a positive perception of the university and its staff. All information provided must be in compliance with Federal Education Right to Privacy Act (FERPA) requirements. The incumbent must function within these guidelines while still providing exceptional customer service. 4. Describe the knowledge, skills (to include cognitive requirement and verbal and written communication), and abilities (to include task complexity, problem solving, creativity and innovation) essential to successful performance of this job (in bullet format). Knowledge of: Higher education student information systems Higher education financial systems Position Description – Manager, Student Accounting Page 4 Higher education accounting and business procedures Higher education organizational structures, operations and policies Federal loan requirements Federal privacy rules regarding student information Internal controls for cashiering procedures Skills: Human resource supervision/management Computer skills using student and financial systems Proficiency in use of a personal computer and current software applications including but not limited to Microsoft Office Suite (Word, Access, Excel, PowerPoint, and email) Excellent oral and written communication Attention to detail Organizational and time management skills (projects, meetings, etc.) Effective problem-solving, decision-making, and analytical skills Customer service skills and commitment Ability to: Deal effectively with students and parents under high pressure situations Resolve problems and issues in a constructive and reasonable manner Communicate effectively with students, parents, university departments, NSHE representatives and federal and state agencies Understand and interpret formalized policies, guidelines, rules and regulations Apply policies and procedures in a fair and equitable manner Maintain confidentiality of sensitive information Work and interact with diverse populations Establish and maintain cooperative working relationships with supervisor, staff and other campus personnel Make and sustain positive relationships within the community, including individuals, groups and organizations Maintain professional business and work ethics and standards Work independently with little direct supervision and as a collaborative team member Manage, prioritize and complete multiple projects/tasks in an efficient and timely manner while maintaining focus on organizational goals 5. Describe the type of personal contacts encountered in performing the duties of the job. Explain the nature and purpose of these contacts: i.e., to provide services, to resolve problems, to negotiate. Internal Cashier’s and Loan Office staff Reason for Contact To provide direction and assist in resolving problems University departments To provide interpretation of policies and procedures, provide information and assist in resolving problems To provide information and assist in resolving problems Controller’s Office staff Financial Aid staff Computing Center staff Chancellor’s Office staff Other NSHE campuses To provide information, assist in resolving problems and integrate student fee and loan information To ask questions regarding SIS, assist in resolving problems and provide information To provide information and reports To exchange information on policies and procedures and advise on SIS issues Position Description – Manager, Student Accounting External Students Parents Bank personnel Federal and other loan or paying agencies Page 5 Reason for Contact To provide information, interpret student fee policies and procedures and assist in resolving problems To provide information, interpret student fee policies and procedures and assist in resolving problems To request service, provide information and assist in resolving issues with banking files submitted for processing To make inquiries and provide information 6. Indicate the minimum qualifications which are necessary in filling this position should it become vacant. Please keep in mind the duties/responsibilities of the position rather than the qualifications of the incumbent. a. Minimum educational level, including appropriate field, if any. Bachelor’s Degree from a regionally accredited institution with emphasis or major in business administration, accounting or a closely related field b. Minimum type and amount of work experience, in addition to the above required education necessary for a person entering this position. Bachelor’s Degree and four years of experience in college/university accounting, including exposure to student fee systems and registration to include two years of experience in cashiering and two years of supervisory experience Preferred Licenses or Certifications: None c. Indicate any license or certificate required for this position. None