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About Westfield State University:
In 1839, Horace Mann founded Westfield State University as the first public higher education institution without barrier to race, gender or economic class. Westfield State University is committed to a policy of non-discrimination, equal opportunity, diversity and affirmative action. We are dedicated to providing educational, working and living environments that value the diverse backgrounds of all people including minorities, women, veterans, individuals with disabilities and other protected persons, or individuals with diverse cultural backgrounds.
Westfield State is the most residential of the state universities in Massachusetts, with over 60% of our 5600 full-time undergraduate students living on campus. The campus is ideally situated on the edge of the Berkshire Mountains in western Massachusetts just 30 minutes from the thriving cultural centers of Northampton and Amherst, and 1.5 hours from both Boston and Albany.
Job Description:
Campus Title: Assistant Director of Student Accounts
State Job Title: Assistant Director
Department: Student Accounts
Job Code: HA6600
FLSA Status: Exempt
Funding: 7115-0029
Bargaining Unit: APA
Job Type: Full-Time, Permanent
Timeframe: 52 weeks
Shift: Monday-Friday, 9:00a.m.-5:00p.m.
Regular Days Off: Saturday and Sunday
Supervision Received: The Assistant Director of Student Accounts receives supervision from the Director of Student Accounts.
Supervision Exercised: Direct supervision to (4) Accountant II's, (1) Accountant I; (1) Teller and student workers as applicable.
Salary: $72,000-$77,000 (To commensurate with education and experience)
General Statement of Duties: The Assistant Director is responsible for coordinating, supervising and participating in the day-to-day and cyclical operations of the Student Accounts Office, to include but not limited to: all functions of accounts payable and receivable such as, billing and collection of the University's tuition and fees for all University students, cash collections and bank deposits of all campus programs, disbursement of the University's scholarship programs and the reconciliation of several student-related financial activities, financial aid refunds, health insurance, financial appeals, discrepancy resolutions, account maintenance, contracts and payroll. Models a consistent customer service orientation and high service delivery standards.
Duties and Responsibilities:
Duties include but not limited to:
Essential:
- Responsible for the day to day operation of billing, collection, adjustments, posting, reconciliations,1098-T setup and processing, and all other financial activities associated with student tuition and fees accounts. Reviews and responds to student financial appeals and assists with the coordination of finances for students studying abroad and in other special programs.
- Ensures department's timely completion of, all day-to-day and cyclically required functions within the Banner Finance Module. Is responsible for the integration, maintenance and upgrade of various software systems with Banner, including other software applications including: Bank Mobile (refunding) CBORD campus card and web payments, Adirondack (housing), ECSI,and various credit card applications. Is flexible within software systems and able to learn and assist in implementing new software.
- Responsible for cash collections, deposits and reconciliations of various campus programs.
- Responsible for the disbursement and reconciliation of the University's financial aid programs, to include all internal and external scholarships.
- Works with the Director in implementing processing improvements; evaluates and recommends new software and technologies, and implements the expanded use of Banner modules to assist in processing operations.
- Monitors the accurate and timely processing and assigning of delinquent accounts to collection agencies, including follow-up on IRS skip trace reports and tax intercept files.
- Responsible for student billing, financial aid refund applications, and programs that include, but are not limited to:
- Review, reconciliation and distribution of daily reports
- Recommending, documenting and monitoring new processing and reporting enhancements.
- Maintains and assures record compliance with federal and state laws, regulations and advisories, such as relating to student account records, invoices and contracts. Ensures compliance with University policies and external regulations to include, but not limited to: Payment Card Industry (PCI), Massachusetts state health insurance and Family Educational Rights and Privacy Act (FERPA). Communicates changes in University policies and procedures, and changes in financial regulations, to staff and those populations (students, parents, etc.) affected by the changes.
- Provides leadership and follows-through on all non-standard questions and situations, and is able to solve problems professionally, in a student-centered manner while working within University policy.
- Makes recommendations to the Director for improvements in efficiency, reduction in manual and/or redundant processes, and increases in overall satisfaction of the student experience with the Student Accounts and Bursar operations.
- Provides leadership and serves as first tier responder to all non-standard questions and situations, and is able to solve problems professionally, in a student-centered manner while working within University policy.
- Assists in evaluating and implementing customer service programs and related staff training to ensure a high level of customer service; assists with staff evaluations.
- Able to stand-in for Director of Student Accounts as needed and assists the Director of Student Accounts as requested.
- Serves as liaison to other campus departments and committees as needed. Assists with preparing presentations for New Student Orientation and participates in presenting at events.
Requirements:
Required Qualifications
- Bachelor's Degree from an accredited college or University in a relevant field, such as accounting or business management.
- Substantial professional experience in student billing or accounting-related area, of which at least the last two have been in a supervisory, administrative or managerial capacity.
- Detailed analytical skills and a high level of accounting skills and knowledge.
- Strong customer service skills
- Proficiency in computer applications.
- Excellent working knowledge of Microsoft Excel, PowerPoint and Word programs.
- Strong written and verbal communication skills.
- Ability to work independently, as well as collaboratively, within a team environment.
- Well organized and have the ability to multi-task and prioritize.
- Ability to present in front of large crowds
- High level of professionalism in working with confidential materials.
- Available to work over regularly scheduled hours at certain times throughout the fiscal year.
Additional Information:
Salary:
For the majority of new employees, the minimum starting salary will apply. Specific salary for current Westfield State University employees and individuals currently working for the state of Massachusetts must be calculated individually in accordance with collective bargaining and state policies and procedures.
State job specifications for this position may be found at the department of higher education website: http://www.mass.edu/foremployees/classificationspecs/classspecs-pers.asp
Disability Accommodations:
Westfield State University understands that persons with disabilities may need assistance with the job application process and/or with the interview process. For confidential assistance regarding disability accommodations, please contact the Office of Human Resources at (413) 572-8106.
Background Check:
Employment at Westfield State University is contingent upon a background check that is satisfactory to the University. Failure to provide written authorization for a background check will nullify the offer of employment.
Application Instructions:
An on-line application is required. The successful candidate must submit an official transcript at the time of hire. Interested candidates should electronically attach the following documents:
- Resume
- Cover Letter
- Contact information for three references *
- Copy of unofficial transcript of highest degree
* Provide the contact information for reference providers in the reference section of the online application.
Deadline: The job posting will be open a minimum of ten days and, if needed, will remain open until finalists have been selected.
NOTE: If you need assistance completing your application please contact our online Help Desk. The link to the help desk can be found at the top of the page via Contact Us.
Covid-19 Requirements:
As a condition of employment, you will be required to complete an initial series of COVID vaccination (2 doses of Pfizer/Moderna or 1 dose of J&J) prior to coming to campus. Initial booster doses are strongly encouraged for everyone who is eligible. New employees will be required to provide proof of vaccination to Human Resources prior to onboarding. Employees who require a medical or religious exemption should email Tatyana Horne, Associate Director of Employee Benefits, Recognition & Transitions, at thorne@westfield.ma.edu.
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