Director of Student Accounts

The mission of McKendree University is to provide a high-quality educational experience to outstanding students. We guide our students in the pursuit of academic excellence, which will prepare them for leadership roles in our society. To achieve this end we encourage broader vision, enriched purpose, engagement with community, commitment to responsible citizenship, openness to new ideas and dedication to lifelong learning. In keeping with our history and traditions, we provide our students with a rigorous, broadly based liberal arts curriculum joined with specialization in a specific discipline.

Position Summary and Key Responsibilities

Responsible for policies and processes related to the primary revenue stream of the University. McKendree University operates using a Student Financial Services model encompassing student accounts and financial aid activities. The model is very student-centered and relies heavily on cross-trained staff, sophisticated transaction-enabling self-service software, intuitive online portals, superior customer service, and thorough integration of traditional services. This position manages billing and collections of all students. Will make decisions regarding account adjustments, use of collection agencies and negotiated settlements. Additionally, this role is responsible for tax reporting related to student accounts and maintaining effective cash management practices. The incumbent participates in problem-solving activities with all directors in other areas of the University.

Key Responsibilities

Student Account Management

• Establish and/or update accounts receivable system for changes in billing rates and billing practices.
• Initiate daily tuition and fees billing processes and monitor posting of financial aid transactions.
• Routinely review pre-payments (deferred income) and oversee application to student accounts in a timely manner.
• Review exception reports and student accounts for potential financial aid over awards, initiate adjustments as needed.
• Oversee all cashiering functions. Develop and maintain systematic processes to confirm revenue reasonability, cash reconciliation, and adherence to cash handling best practices.
• Communicate billing availability and deadlines to students and families each term.
• Review daily cash receipts listing and daily accounts receivable transactions for reasonableness.
• Maintain Business Office Holds on student accounts with balances. Establish protocols for overriding holds in certain situations.
• Initiate refunds of federal aid and other surplus balances on student accounts, reviewing for accuracy. Work closely with the Office of Financial Aid to ensure appropriate cash disbursement.
• Verify billing and invoices related to book fees included on student accounts, including managing opt-outs.
• Answer student and parent concerns with regard to billings and charges which may be escalated from Accounts Receivable Specialists.

Collections

• Clearly communicate payment policies and lead a process to identify delinquent accounts early in each term and follow up on collections plan with these students.
• Work with external agencies that offer payment plans to students, establish plan structure and fees. Review effectiveness of these plans routinely.
• Submit delinquent accounts to payment plan and collection agencies timely. Establish a good working relationship with these agencies, sharing information, as needed.
• Respond to requests to negotiate settlements with decision making authority when within target ranges.
• Develop processes related to University’s past-due debt policy and reporting.
• Work with students who request transcript overrides or whose accounts have previously been written off.
• Prepare invoices to third-party agencies as required to collect payments for tuition assistance plans, such as Veteran’s Administration Chapter 31 and Tuition Assistance and State of Illinois tuition assistance programs.

Reporting

• Prepare 1098-T tax reporting each year, ensuring that changes in tax laws are incorporated into calculations that are reported. Manage distribution (both electronically and paper).
• Review accounts for international students for 1042 tax implications (tax on financial aid). Calculate tax obligations and charge to student’s account each term. Prepare and distribute 1042 and 1042S reports annually.
• Provide information as requested for various surveys (including NACUBO) and university reporting.
• Assist in problem resolution regarding financial account reconciliation.

Other Duties

• Develop and deliver presentations on billing and collections practices to groups of students and incoming students and their families.
• Develop process that uses existing accounts receivable platform to prepare and mail invoices for other campus activities and record receivables.
• Other duties as assigned.

Qualifications

Required Qualifications

• Bachelor’s degree in accounting or business administration or other related field.
• Four years of experience in customer account management and/or collections.

Required Knowledges, Skills, and Abilities

• Effective written and verbal communication skills.
• Demonstrated ability to independently research, compile, and interpret information to develop effective processes in billing, collections, and reporting.
• Strong analytical skills and experience developing data queries in business systems.

Preferred Qualifications

• Master’s degree in accounting or business administration
• Experience in tax and financial reporting.
• 2 years’ supervisory experience.

Work Conditions

Office environment with routine walking to other campus buildings and offices; normal business hours are Monday through Friday from 8:00 a.m. to 5:00 p.m.; occasional evenings and weekend commitments.

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