Job Description
Position Summary
Located 45 minutes from the Nations Capital, nestled in a history-rich community of southern Maryland, The College of Southern Maryland (CSM) is a two-time Aspen Award-winning institution (top 15% of Community Colleges) with academic programs in over 100 disciplines. CSM is among Americas top 100 producers of Minority Associate Degrees in twenty categories, according to Diverse Issues in Higher Education. CSM offers excellent health insurance benefits; State Retirement Pension plan; wellness programs; Code Green early closure Fridays in the summer; college closure for spring break and several major holidays, including the week between Christmas and New Year; and for several days in March for Spring Break. We are an innovative institution committed to student success and well known for our flexibility to meet student and community needs.
The Director is responsible for supervising, directing, and managing the operations of the Student Account Services Office (Bursars Office-BUR) overseeing the collection and deposit of all student and third-party receipts for tuition and fees in accordance with established procedures, regulations, and compliance. The position requires systematic research, account analysis, resolution of account billing anomalies and overseeing the financial accuracy and integrity of financial data. This position requires strong technical, organizational, and problem-solving skills and ensures compliance with state, federal, standard accounting procedures, and college policies. The individual in this position performs senior level work under limited supervision with considerable latitude for the use of initiative and independent judgement.
Reports to: Executive Director, Financial Services
The hiring salary for this position will be from the min to mid-point of the salary range advertised.
This position is open until filled.
Specific Duties and Responsibilities
35% Financial Operations
- Bi-weekly reconciliation of student receivables between two ERP systems interfacing from the credit free registration system (Modern Campus Lumens) to the system of record (Ellucian Colleague) and adjusting monthly for payment plan payments, financial aid, student appeals, electronic vouchers, tuition assistance payments, contract adjustments, orphan registrations/payments, and other billing anomalies.
- Complete monthly reconciliation of separate Colleague subledgers and external software applications at sponsor/student level.
- Maintenance of all Student Account Services web pages which includes non-credit/credit term-based payment plan updates, tuition increases, catalog amendments, policy/process updates, refund tables by semester, payment due dates, de-registration dates, and other information.
- Maintain annual updates to tuition rate tables and implement tuition increases approved by the Board of Trustees.
- Management of high school dual section billing adjustments.
- Responsible for yearly tax regulation changes, data system updates, testing and production of 1098T IRS tax forms annually.
- Responsible for the annual electronic submittal and reporting of 1098T forms to the IRS. Monitor invalid social security and bad addresses in coordination with Admissions Office, manage and maintain student on-line portal access to viewing and printing 1098T forms.
- Daily reconciliation of cashier sessions related to payment processors, payment reports and wire payments.
35% Management and Supervision
- Supervise the day-to-day activities of the office to ensure quality customer service and financial integrity.
- Provides support to students and guardians regarding financial planning, education about financial obligations as well as the financial resources available to them; exercises sound judgement and confidentiality when interacting with students, parents, faculty, staff, sponsors, and other internal and external stakeholders. Knowledgeable in policies and procedures and minimizes customer escalation.
- Ensure compliance with regulations such as FERPA, GAAP, PCI, NACHA, and Title IV funding.
- Maintenance of internal controls and process documentation of established and new implementations or policy changes.
- Responsible for maintenance of all Student Account Services position descriptions and documentation of staff processes (SOPs).
- Creation of weekly schedule for three campus coverage and phone coverage.
- Participate in college committees and strategic planning initiatives.
- Provide monthly office stats on phone calls, window interactions, and cashier sessions.
- Weekly generation and reconciliation of student refund reports to be reimbursed via credit card, ACH, or check.
- Responsible for creating and managing monthly email and mail notifications for outstanding student balances due.
20% Technology and System Management
- Proficiency in managing and integrating enterprise resource planning systems including Ellucian Colleague, Modern Campus Lumens, TouchNet Student/UPay/MarketPlace, Trim Data FA Link, OpenScape, Perceptive Content Image Now, Nebraska Book Company WinPrism, NEO Ed, Lythos, Bank of America Cash Pro, FICO Debt Manager/MoveIT, SAP BI/CROA, IRS portal, and others.
- Oversee Student Account Services shared email accounts including tuition assistance, payment plans, collections, 1098Ts, calendar/email schedule for office, and others.
- Responsible for troubleshooting invoice/payment issues for Ellucian Colleague, Modern Campus Lumens, TouchNet, and Trim Data/FA Link.
- Management of Ellucian Colleague ERP parameter screens setting up payment due dates, payment plan tiers, tuition increases, dual sections, bookstore FA Link semester, and 1098T forms.
- Management all external invoice/payment portals required for third party payments including Tungsten, WAWF, NAWCAD, NSWC, DORS, Baltimore County, AIPortal, and others.
- Stake holder for ERP implementation projects impacting student and finances.
10% Financial Reporting, Budget Management and Audit Reporting
- Analyzes financial data to identify trends, develop reports, and provide insights to support decision and policy making.
- Provides data for annual FISAP, FAIS and IPEDS requests.
- Provides documentation for annual CSM finance, veterans, and state/federal financial aid audits.
- Provides supporting documentation for all federal government requests for fraudulent activities.
- Reviews and provides input on MOUs externally and internally generated including public school districts, federal government, and other entities.
Minimum Education and Training
- Bachelors degree required.
- Five years of supervisory experience.
- Five years of progressive work experience in accounts receivable or business-related field.
- Five years of work experience with Microsoft Office, email, chat, and phone communication, document imaging, spreadsheets, and usage of collaborating platforms or software.
Preferred Education and Experience
- Experience with an integrated data system, preferably one year Colleague experience.
- Experience with payment processors, preferably one-year TouchNet experience.
- Experience in higher education.
Licenses, Certifications, or Additional Requirements
- This position may require financial disclosure.
Minimum Qualifications and Standards Required
- Demonstrates strong understanding of the college mission and the importance of providing superior customer service to internal and external customers.
- Demonstrated ability to lead and supervise a diverse group of professionals.
- Strong analytical, detail, and problem-solving skills to adequately resolve all billing anomalies.
- Strong oral and written communication skills and professional interpersonal skills during interactions with senior administration, faculty, staff, students, peers, and third-party payers.
- Strong knowledge of accounting principles and regulations, including state and federal compliance requirements.
- Ability to prioritize diverse tasks, meet deadlines, shift priorities and work under pressure.
PHYSICAL DEMANDS
The work is sedentary which requires exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly.
WORK ENVIRONMENT
- Flexibility is required as evening and Saturday hours may be required during peak times.
- Will be required to be on campus to provide in-person customer service during operational hours.
- Must be available to provide coverage at other campus locations.
- Residential and secure Internet service required for remote work during scheduled and unscheduled college closure.
General Employment Information
The College of Southern Maryland is an Equal Opportunity Employer.
Background Checks
The College of Southern Maryland conducts background checks in order to ensure the safety and well-being of the College's staff and students. The final candidate for this position will be subject to the following background checks: Criminal History Check and Sex Offender Registry Check.
Conflict of Interest policy
No College of Southern Maryland employee shall engage in or have a financial interest, directly or indirectly, in any activity that conflicts or raises a reasonable question of conflict with his or her duties and responsibilities. CSM Employees shall not at any time engage in any outside employment or independent consulting that would adversely affect their employment status or performance as employees at the college, create a conflict of interest, or, with the exception of constitutionally protected activities, would compromise or embarrass the college, or adversely affect professional standing. Any full-time college employee who also holds a full-time position or its equivalent in consulting elsewhere (whether permanent or seasonal) will be deemed to have a conflict of interest and will be asked to resign from one of the full-time positions. Full-time employees must promptly disclose in writing, on a form available from the Human Resources Office to the college all other full-time employment or its equivalent in independent consulting.
Employment Frequently Asked Questions
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