"Sponsored Student Accounts Specialist (Accounting Technician III)"

The Sponsored Student Accounts Specialist is responsible for managing third-party sponsorships and billing arrangements for students whose educational costs are covered by external organizations. This position serves as the primary point of contact for all third-party sponsor billing and collections, ensuring accurate account management, timely invoicing, and compliance with University policies and sponsor agreements. The role also involves direct communication with students, sponsors, and internal departments to resolve account issues and facilitate efficient processing of payments.

Third-Party Billing and Account Management - 50%

• Serve as the liaison between students, sponsors, and the University regarding third-party billing policies and account status.
• Establish, maintain, and monitor third-party sponsor accounts in the student information system.
• Review and interpret sponsor contracts, letters of credit, and memoranda of understanding to determine billing eligibility and terms.
• Generate and send invoices to sponsors in accordance with contractual terms and University billing schedules.
• Post sponsor payments and reconcile transactions to student accounts to ensure accuracy.
• Track outstanding sponsor balances and follow up on past due accounts; initiate collection efforts as appropriate.
• Coordinate with internal offices such as Financial Aid, Registrar, Admissions, Veterans Services, and General Accounting to ensure accurate student billing and compliance with funding source requirements.

Customer Service, Cashier Backup, and Office Email Management - 25%

• Serve as backup front-desk support, greeting walk-in visitors and providing assistance with general inquiries related to third-party billing, payments, refunds, and account holds.
• Deliver exceptional customer service by answering phone calls and addressing student and parent questions related to tuition, fees, financial holds, and general student account matters. Position must maintain knowledge of institutional policies and procedures, providing guidance to students and families in alignment with University policies and procedures.
• Coordinate with internal departments (e.g., Financial Aid, Registrar, Admissions, Housing) to resolve complex account issues and ensure timely resolution of student concerns.
• Triage and escalate complex inquiries to appropriate staff members or departments, ensuring consistent follow-up and resolution.
• Monitor and manage the shared Bursar Office email inbox, ensuring prompt, clear, and accurate communication with students, families, and third-party sponsors.
• Process incoming and outgoing mail, including check requests, payment submissions, and student correspondence; maintain proper documentation and routing.
• Serve as cashier backup in the event that the cashier is out of the office.

Student AR Refunds - 20%

• Process student account refunds resulting from financial aid overpayments, dropped courses, waivers, and other credit balances, in accordance with institutional and federal guidelines. ACH refunds are processed daily and paper checks are processed once a week.
• Review and verify student accounts to ensure that refunds are appropriate and that all eligible charges have been accounted for before disbursing funds.
• Coordinate with the Financial Aid Office to confirm disbursement eligibility, especially for Title IV aid, ensuring compliance with federal return of funds (R2T4) regulations.
• Maintain accurate documentation of all refund transactions in student information and imaging systems (e.g., Banner, OnBase, Workday), ensuring audit readiness and compliance.
• Respond to inquiries from students and families regarding refund status, eligibility, and timing in a professional and customer-focused manner.

Other Duties as Assigned - 5%

• Provide backup support for colleagues during absences, peak workload periods, or special assignments to ensure uninterrupted office operations.
• Assist with departmental projects and initiatives as needed.
• Contribute to outreach efforts related to, but not limited to, billing deadlines, payment plans, registration holds, or returned payments, using phone, email, or written notices.
• Support departmental projects or events, such as registration, orientation, or term-start activities, by providing additional front-line service and logistical support.
• Participate in special projects or assignments related to accounts receivable, student account management, or office administration, in alignment with the AR Specialist role and scope of responsibilities.