University at Albany Hiring for Assistant Director of Refunding, Residency, and Invoicing at Albany, New York Full Time

Location: Albany, NY Category: Promotional Posted On: Thu Sep 12 2024 Job Description:

The Office of Student Accounts provides students, parents, campus departments, and external agencies with the highest standard of customer service regarding all aspects of university billing and payment activities while meeting the financial objectives of the University at Albany. The Refund, Residency, and Invoicing unit is responsible for the oversight and supervision of all refunds, including state and federal aid, in addition to invoicing and the review of admissions applications for the designation of in-state tuition.

Refunding

• Responsible for the daily processing of refunds to students, parents, and third parties. Ensures all refunds are processed within appropriate state and federal guidelines and participates in the annual A-133 financial aid audit.

• Responsible for the daily batch “e-refunding” process and review of unapplied payments. Monitor and resolve adjustments, unapplied payments and the holds program on a regular basis.

• Works with the Student Accounts units and Financial Aid staff to oversee the processing of refunds drawn from the financial aid. Collaborates with the campus departments to apply residential life and SunyCard files.

Residency

• Serve as the campus residency officer in determining student eligibility for tuition billing at the New York State resident rate. Also serves as the primary contact for University community members, students, and parents seeking information regarding SUNY policy on the establishment of New York State residency for tuition billing purposes.

• Implement SUNY’s policy on Residency for Tuition Billing Purposes. Address all residency questions and applications to ensure accurate tuition billing and ensure that the University is in compliance with SUNY and NYS Policies. Perform review of applications, makes determinations, and requestions additional documentation as needed.

• Counsel students and parents with exceptional residency concerns as needed via phone, e-mail, and in-person meetings. Respond to Student Financial Center, Admissions, International Education, and campus-wide requests for information and assistance as required.

• Oversee all administrative duties associated with residency: ensure all applications and transactions tracked, reviewed and processed and determinations rendered in compliance with campus, SUNY, State and Federal policies and regulations, seeking guidance from University counsel and/or SUNY Central Administration as necessary. Ensure electronic student records updated accordingly.

• Works with University Information Technology services to streamline on-line applications and proper classification of students upon admittance to the University.

Invoicing

• Prepare and maintain an accurate invoicing schedule and will update and review all invoicing messages and e-mail language prior to each monthly invoicing.

• Oversee and maintain the billing inventory of supplies to ensure that all billing and account maintenance procedures are completed for the monthly billing.

• Responsible for the monthly late fee and hold processes for tuition and IFR billings.

• Responsible for the tuition calculation program for each term.

• Ensures the accuracy of charges and anticipated aid prior to every invoice.

• Responsible for 1098T processing, review, and understanding of regulations, timelines, and implementation of systems to collect missing 1098T data.

Communications and Customer Service

• Assists in monitoring email communication and the SYSAid ticket system.

• Make exemplary customer service a priority both personally and within area of responsibility. Continuously strive to improve the level of customer service provided within the area of specific responsibility and by the office of Student Financial Services in general. Assists students and their families, financial aid, and student financial center staff with questions regarding Student Accounts processes, refunding, and electronic services.

Risk Management & Compliance

• For internal control purposes, document and test the controls to ensure appropriate procedural and recordkeeping requirements. Perform regular audits of the unit’s processes. Ensure appropriate levels of security are in place.

• Supervision and Training

• Participates as assigned in the rotation of duties and responsibilities of professional staff in the office of Student Accounts/Billing and Account Maintenance in order to achieve cross-training objectives and/or to realize greater efficiencies within the office

• Ability to execute planning, foresight, and flexibility in the exercise of management responsibilities.

Supervises four full-time employees

• Office Assistant II for Refund and Residency – Two positions

• Senior Staff Assistants for Refund and Residency – Two positions

  Job Requirements:

Minimum Qualifications:

• Bachelor’s degree from a college or university accredited by the U.S. Department of Education or an internationally recognized accrediting organization.

• Four or more years of experience working in student accounts, including batch tuition invoicing, student refunding, account management, and integrated Student Services Software, such as Oracle PeopleSoft, TouchNet, and Slate.

• Four or more years of experience working with Title IV aid.

• One or more years of experience with NYS Residency for tuition billing purposes.

• Demonstrated ability to interpret, write, and adhere to campus, SUNY, State, and Federal policies and procedures concerning account transactions, timeliness of actions, documentation, Title IV and billing, refunding, residency policy, and internal controls.

• Demonstrates strong written and verbal communication abilities, ensuring clarity and effectiveness in all forms of correspondence. Exhibits adept interpersonal communication with staff, colleagues, and constituents, fostering a collaborative and productive work environment.

• Provides exceptional leadership and serves as a role model in training, supervising, and developing staff members. Encourages effective interaction and cooperation among team members, promoting a positive and supportive workplace culture.

• Demonstrated ability to develop and implement creative approaches in solving both personnel and operational problems.

• Demonstrated ability to meet deadlines and effective follow-through with tasks and projects, including an appropriate re-ordering of priorities when conditions warrant.

• Two or more years of experience in effective staff supervision and leadership, role-modeling skills in the training, supervision, and development of staff, effective interaction and cooperation skills.

• Evidence of ability to work with a culturally diverse workforce, community, and student population.

• Applicants must demonstrate an ability to develop inclusive and equitable relationships within our diverse campus community

• Applicants must demonstrate an ability to support diversity, equity, access, inclusion, and belonging relative to their role

Preferred Qualifications:

• Master’s Degree from a college or university accredited by the U.S. Department of Education or an internationally recognized accrediting organization.

• Five or more years of experience in banking and merchant services.

• 5 or more years of experience in higher education working with student populations.

• Demonstrated experience chairing and leading committees and teams.

  Additional Information:

This is a promotional opportunity for current UAlbany employees.

Eligibility for Consideration:

• You must be employed at the University at Albany campus.

• You must be in a State-funded UUP professional position (MC employees are not eligible).

• You must have a permanent, term, or probationary appointment (temporary employees are not eligible).

For details concerning the University’s Promotion Policy for Professional Employees, please see HR Memorandum 88-4 (https://www.albany.edu/hr/promotion.php) .

Professional Rank and Salary Grade: Staff Associate, SL-4, $75,000-$80,000

The Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, or Clery Act, mandates that all Title IV institutions, without exception, prepare, publish and distribute an Annual Security Report. This report consists of two basic parts: disclosure of the University’s crime statistics for the past three years; and disclosures regarding the University’s current campus security policies. The University at Albany’s Annual Security Report is available in portable document format [PDF] by clicking this link http://police.albany.edu/ASR.shtml (https://www.albany.edu/police/statistics-and-records)

Pursuant to NYS Labor Law 194-A, no State entity, as defined by the Law, is permitted to rely on, orally or in writing seek, request, or require in any form, that an applicant for employment provide his or her current wage, or salary history as a condition to be interviewed, or as a condition of continuing to be considered for an offer of employment, until such time as the applicant is extended a conditional offer of employment with compensation, and for the purpose of verifying information, may such requests be made. If such information has been requested from you before such time, please contact the Governor’s Office of Employee Relations at (518) 474-6988 or via email at [email protected].

THE UNIVERSITY AT ALBANY IS AN EO/AA/IRCA/ADA EMPLOYER

Please apply online via http://albany.interviewexchange.com/candapply.jsp?JOBID=180750