Manager, Student Accounting

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Incumbent(s) Name (if applicable): Andrea Rassuchine / Vacant 8/09
Position #(s): 10850
Current Title: Manager, Account
Current Range: 3
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
I/we have reviewed the statements in this form and they accurately reflect the job assignments.
Immediate Supervisor’s Signature
Leah Gorbet, Controller
Tom Judy, AVP, Business & Finance
Approved for Salary Placement Committee review.
Pres / Vice Pres / Vice Prov Signature Ron Zurek
Vice President, Administration & Finance
Position #:
Job Class Code:
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
(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
 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
Position Description – Manager, Student Accounting
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10% - Check Production, Printing and Distribution
 Produce and distribute student refund checks, and print and distribute accounts payable and payroll
 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
 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
 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.
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
To provide information and reports
To exchange information on policies and procedures and advise on SIS
Position Description – Manager, Student Accounting
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.