Pitzer College, a private liberal arts college and member of The Claremont Colleges, is looking for an experienced and truly dynamic leader to manage all student accounts operations, relationships, activities, and records.
WHAT IS THE JOB?
The Student Accounts Manager has the primary responsibility for configuring and maintaining systems and operations for all financial records and billing of current and former students and for ensuring Pitzer College students and parents receive exceptional customer service and care for all matters relating to their financial account.
The Student Accounts Manager will serve as the College’s student accounts lead for the consortium-wide Student Information System (SIS) implementation into Workday. The successful candidate must demonstrate strong leadership and innovation to assess existing needs, advocate for Pitzer’s interests, design new and improved processes, and implement the student accounts component of the new system.
This is a “working manager” role overseeing the Office of Student Accounts, including one staff member, and performing hands-on work to complete timely billing, collection, and accounting for all student-related revenues, payments, and receivables; and processing receipt of student loan disbursements and issuing refund checks, all in compliance with applicable policies and regulations. The Student Accounts Manager will lead collaborations with staff in multiple departments and coordinate the transmission of data from the department system files to the general ledger.
This is a great position for an energetic professional who enjoys forging their own path, who takes pride and ownership of their work, enjoys an intellectual challenge partnering with bright and engaging colleagues, and would like to make their mark on an institution by upgrading and configuring the student accounts systems and procedures.
This is a full-time, exempt position working 12 months per year. The regular hours for this position are 8:00 am to 5:00 pm, Monday through Friday; and may vary due to needs of the College or department. Work will be performed mostly or entirely remotely for the first 4-6 months, with a possible extension.
Important: Please review the full essential functions and requirements for this position in the position description on our recruitment website linked below.
WHO IS THE IDEAL CANDIDATE:
This position requires a true self-starter who will show tenacity and creativity in learning the job and tackling new systems, technology, and projects with minimal guidance. Your analytical and technical ability needs to be strong enough to learn the background structure of where the data is housed in a system and how it interrelates to other department’s data. You need a combination of strong critical thinking and analytical skills, with a compassionate, approachable, and high-energy personality. Crucial traits you must bring to this position are tact, problem-solving, attention to detail, exceptional interpersonal skills, and the ability to excel in challenging customer service situations.
It is also important that you have a solid knowledge of basic accounting to serve as the liaison between the Student Accounts and Finance teams. You must have knowledge of or be able to learn within three months all student accounting regulations and best practices and ensure compliance, and how student accounts activities interact with other campus departments in a higher education environment.
Finally, you must be able to serve as both a confident leader and a cooperative team member as the situation calls for it. You must be adaptable and comfortable with searching for answers, and learning and working with outdated systems and procedures in order to modernize and enhance them. Success will require building strong working relationships with colleagues across the campus and consortium, and developing persuasive arguments to make changes possible.
Experience: You must have four or more years of student accounts, accounts receivable, bursar, or other related professional experience, including experience in collections; plus, six months or more experience managing the work of others. Preference will be given for demonstrated success in leading teams, building or redesigning the operations of an office, and/or implementing new data systems.
Education: You must have a bachelor’s degree from an accredited institution, or the equivalent qualifications from a combination of educational, training and experiencein addition to the required experience indicated above.
Skills: Proven proficiency using computer technology and various software programs, particularly database, billing, and receivable systems. Knowledge of Microsoft Office Excel, Word, and Outlook, and Adobe Professional is required. Knowledge of or ability to learn within three months to use Jenzabar CX database and Cognos and FRx report writing programs. Ability to learn and implement Workday for the student accounts office. Proficient English language skills. Spanish language skills are a plus. Ability to successfully manage multiple projects simultaneously.
Rate of Pay: The monthly pay rate is competitive and will be commensurate with qualifications. The pay rate range will be available to interviewed applicants by request to the Human Resources office at StaffJobs@pitzer.edu. Relocation is not available for this position.
Excellent Benefits: This position is eligible for the College’s full program of employee benefits subject to the terms and conditions in the plan documents and policies, including: medical, dental, vision, group life insurance of $50,000, 12% employer retirement contributions with immediate vesting*, generous vacation time, tuition remission* within The Claremont Colleges, gym/fitness resources (including a personal trainer), free parking, interest-free computer loan*, and more! Visit http://www.pitzer.edu/human-resources/benefits/ for details. Contact us at HR@pitzer.edu if you have questions. All benefits are subject to change without notice during the pandemic. *Service requirements or restrictions apply. Relocation is not available.
Only qualified applicants, please. Make sure to review the full position description below for full requirements and essential functions.
Review of applications will commence immediately. Interviews will be conducted by phone and video. This position is anticipated to start in September 2020.
Instructions: To apply complete our online application at https://www.pitzer.edu/human-resources/staff-jobs/. Please note that you will be asked to create an applicant account to provide your information securely. Application Materials: You will need to upload the following items to complete your application:
Cover Letter: Provide a letter addressing the following:
Describe how your qualifications make you an ideal candidate.
Explain why you are interested in this specific position.
Resume: List relevant qualifications and dates of experience.
Professional References: Provide the names of three (3) individuals who can speak to your professional qualifications. Include their business titles, contact information and an indication of how you are acquainted with them (e.g. former supervisor, coworker, etc.). References will be contacted for select applicants and advance notice will be provided.
Files must be DOC, DOCX, HTML, PDF, or TXT and are limited to 5 MB maximum size.
POSITION DESCRIPTION: Student Accounts Manager
Department: Office of Student Accounts (reporting into the Office of the Treasurer)
Supervisor: Assistant Vice President of Finance
FLSA Classification: Administrative Exemption
Benefits: Full employee benefits subject to the terms and conditions in the policy and plan documents.
Responsible for planning, organizing, managing, and advising on all Student Accounts operations, systems and policies, including but not limited to:
Proactively researching, designing and proposing improvements for student accounts operations, policies and systems, and implementing approved modifications.
Maintain student accounts software automated billing code and billing general ledger account structure.
Develop and propose department policies, procedures and long-range planning.
Establish, update, maintain, and communicate student accounts processes and procedures.
Establish strong and positive working relationships with Information Technology staff and lead collaborative exchanges to ensure continuous and proper operation of the student billing system.
Establish strong and positive working relationships with staff in Admission, Financial Aid, the Registrar’s office, Housing, and Study Abroad and lead collaborative exchanges to ensure that all data required for student billing is complete and accurate. Research and resolve any discrepancies.
Supervise the Student Accounts Assistant, including directing and overseeing work assignments, training, coaching, evaluating and managing performance.
Oversee the preparation and completion of annual 1098-T statements and the electronic transmission of data to the IRS and any other government reporting required.
Oversee the monthly transmission of data from student accounts billing system to the general ledger.
Oversee the processing of payments received from collection agencies.
Provide timely and tactful responses and advising by phone, email, and in person for inquiries and requests concerning all Student Accounts activities while adhering to College policies and applicable laws. Demonstrate subject matter expertise and convey and promote exceptional customer service.
Research and resolve student account issues and determine the best course of action with consideration for the interests of the students/parents and the College. Communicate the results to students and/or other interested parties as appropriate within the College’s procedures and applicable law.
Analyze monthly aged accounts receivable report for overdue accounts and set timing and method of follow up. Tactfully and persuasively perform regular follow-up and collection procedures on overdue accounts. Ensure collection of payments while fostering and maintaining positive relationships with students and their families. Regularly exhibit good judgment and considerable discretion in the establishment of special payment arrangements.
Prepare monthly General Ledger reconciliations for Student Accounts receivable and cash & loan clearing accounts. Prepare periodic reconciliations of commitment deposits and other balance sheet accounts as assigned.
Ensure that receipts through lockbox are properly credited to student accounts.
Work with the Accountant to provide necessary aging reporting for student accounts to College leadership.
Recommend delinquent accounts for submission to external collection service as necessary. Maintain productive and positive working relationships with external collection agencies.
Provide strong leadership and advocacy for Pitzer in serving as the College’s student accounts representative on all applicable joint committees and projects of The Claremont Colleges, including the Student Account Managers Committee and system implementations.
Keep current with regulatory and industry trends and best practices for student accounts and accounts receivable management. Demonstrate initiative and creativity in addressing office and College needs with regards to student accounts administration.
Perform other related duties as assigned.
Supervisory Responsibility: Provide direct supervision of the Student Accounts Assistant, a full-time, staff position.
Work Hours: This is a full-time, exempt level, position working 12 months per year. The regular hours for this position are 8:00 am to 5:00 pm, Monday through Friday. These hours may vary due to needs of the College or department. Additional work hours will be required during the SIS implementation project.
_X_ Yes __ No: Campus Security Authority (CSA) Reporter: Employees responsible for reporting crimes that are disclosed to them, so that crime statistics reporting is as accurate as possible.
_X_ Yes __ No: Federal Educational Rights and Privacy Act (FERPA): Employees with access to student records and information must adhere to the privacy protection requirements under FERPA, which restricts what student information may be disclosed and to whom.
_X_ Yes __ No: Mandatory Reporter: Employees who have frequent contact with children are required to report all known or suspected cases of child abuse or neglect.
_X_ Yes __ No: Responsible Employee: Employees who must report information to the Title IX Coordinator if a student or other member of the Pitzer College or The Claremont Colleges community discloses an incident of sexual assault, dating violence, stalking, or sexual or gender-based harassment.
Regular employment at the College is for no specified period of time; conditions and status of employment (hours, pay, title, duties, etc.) are subject to change at any time. Employees, and likewise the College, are free to end the employment relationship at any time, for any reason, with or without notice or cause, unless otherwise prohibited by law.
Essential Functions: This position description defines the essential or fundamental job duties of the position. It is assumed that employees hired for this position can perform the essential functions of this job without imposing risk of substantial harm to the health or safety of themselves or others. It may also include marginal functions, generally defined within Title I of the Americans with Disabilities Act. This job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this position. When duties and responsibilities change and develop, Pitzer College will review this job description and make changes of business necessity.
REQUIRED KNOWLEDGE, SKILLS AND ABILITIES
The individual must possess knowledge, skills and ability to be able to successfully perform the essential functions of the position, or be able to explain or demonstrate how the essential functions will be performed, with or without reasonable accommodation, using some other combination of skills and abilities.
Demonstrated knowledge of higher education principles, practices, procedures, and regulations for Student Accounts management. Demonstrated knowledge of how Student Accounts activities interact with other campus departments.
Knowledge of credit and collection principles, processes, regulations, and standards.
Demonstrate creativity, initiative, critical thinking, and problems solving skills
Ability to research, assess, design, and propose new processes and initiatives in line with College values and within applicable regulations.
Demonstrate ability, initiative and tenacity in learning new concepts, systems and procedures with little guidance.
Ability to work successfully independently, be an active collaborator in small team projects, and serve as a strong leader when assigned.
Maintains a high-level of composure, tact, and professionalism in difficult customer service situations. Proven negotiation skills with the ability to communicate persuasively and assertively, while remaining tactful and courteous.
Manages multiple projects simultaneously, providing planning, organization, problem-solving, and delivery of expected results. Prioritizes and plans work activities for the department and self, uses time efficiently and develops realistic action plans to satisfy deadlines and expectations. Demonstrated accounting and arithmetical skills. Ability to monitor and report on a large volume of accounts.
Proven proficiency using computer technology and various software programs, particularly database, billing, and receivable systems. Knowledge of Microsoft Office Excel, Word, and Outlook. and Adobe Professional is required.
Knowledge of or be able to learn within three months how to use Jenzabar CX database and Cognos and FRx report writing programs.
Writes English clearly, concisely, and persuasively with attention to spelling, grammar, accuracy and the needs of the target audience; presents numerical data effectively; and uses various mediums of communication effectively (e.g. emails, letters, reports, etc.).
Speaks English clearly and persuasively. Effective and comfortable speaking to individuals, and small and large groups. Competent presentation skills.
Spanish language skills are a plus.
Proven ability to establish strong and positive working relationships with many individuals from multiple constituencies in a diverse and socially aware environment.
Maintains and promotes strict confidentiality.
Demonstrates exceptional attention to detail and accuracy.
Knowledge in directing the work of others, coaching, evaluating, and managing performance.
Must have access to reliable and secure computer and internet connection. Must maintain password protection for work files and records and ensure that no one else has access to password and login credentials at remote work site.
Must have access to a dedicated and suitable workstation at remote location, including desk or table and supporting, upright chair. Must ensure workstation is safe and free from hazards.
Education: A bachelor’s degree, or the equivalent in a combination of educational/training and experience in addition to the required experience indicated below.
Experience: Must have four or more years of student accounts, accounts receivable, bursar, or other closely related professional experience, including experience in collections. Must have at least six months of experience supervising the work of others. Preference will be given for demonstrated success in leading teams, building or redesigning the operations of an office, and/or implementing new data systems.
Preferences: Demonstrated success in leading teams, building or redesigning the operations of an office, and/or implementing new data systems.Knowledge of Jenzabar CX, Cognos and/or FRx. Spanish language skills are a plus.
Other Requirements: Software provided by Pitzer may not be duplicated. Software and equipment provided is expressly for the use of remote work, remains the property of Pitzer College and must be surrendered at the time of termination of employment.
Workers’ Compensation: Pitzer College will be responsible for any work-related injuries under our Workers Compensation program, but this liability is limited to injuries resulting directly from work and only if the injury occurs in the designated work area. Any claims will be handled according to the normal procedure for Worker's Compensation claims.
Working Environment: Work will be performed either mostly or entirely remotely for the first 4-6 months, with a possible extension. Work is performed in an office setting with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. May occasionally work outdoors for events and activities.
Physical Requirements: This is generally a sedentary position. Must be able to:
Sit for prolonged periods of time;
Operate a computer for prolonged periods of time;
Communicate with others by email, in person and over the telephone;
Read printed materials and a computer screen;
Have the mobility to work in a standard office setting and use standard office equipment;
Assist with the set-up and teardown of event tables, signage and other materials. (Requires reaching overhead, grasping, pulling, pushing, stooping, bending, and twisting);
Have the stamina to manage a high-volume workload in a fast-paced work environment; and
Perform the activities listed below, based on a typical week:
Lift/carry 11 to 20 pounds
Occasionally (1%-33% of time)
Repetitive motion with hands
Lift/Carry up to 20 pounds
Reach over head
Drive a vehicle with an automatic transmission
Frequently (34%-66% of time)
Lift/carry 10 pounds and under
Push/pull 10 pounds and under
Reach over shoulder and outward
Constantly (66%+ of time)
Walk on normal surfaces
Keyboard or 10-key
Fingering (fine dexterity)
Handling (grasping, holding)
Additional Salary Information: Excellent Benefits: This position is eligible for the College’s full program of employee benefits subject to the terms and conditions in the plan documents and policies, including: medical, dental, vision, group life insurance of $50,000, 12% employer retirement contributions with immediate vesting*, generous vacation time, tuition remission* within The Claremont Colleges, gym/fitness resources (including a personal trainer), free parking, interest-free computer loan*, and more! Visit http://www.pitzer.edu/human-resources/benefits/ for details.*Service requirements or restrictions apply.
The Claremont Colleges, a consortium of five undergraduate liberal arts colleges, two graduate institutions, and Claremont University Consortium, which provides shared institutional support services, is reminiscent of the Oxford-Cambridge model. The undergraduate colleges include Pomona College, Scripps College, Claremont McKenna College, Harvey Mudd College, and Pitzer College. The two graduate institutions include Claremont Graduate University and Keck Graduate Institute.