Student Accounts Advisor (Special billing)
CHAMINADE UNIVERSITY OF HONOLULU
JOB DESCRIPTION
MISSION STATEMENT
Chaminade University offers its students an education in a collaborative learning environment that prepares them for life, service and successful careers. Guided by its Catholic, Marianist and liberal arts educational traditions, Chaminade encourages the development of moral character, personal competencies, and a commitment to build a just and peaceful society. The University offers both the civic and church communities of the Pacific region its academic and intellectual resources in the pursuit of common aims.
I. Position Information
Title: Student Accounts Advisor (Special Billing)
Division: Business Office
Exempt
Full Time—must be able to work evenings and weekends occasionally for special events
EAM III
II. Position Summary
Advises students and parents regarding student accounts. Communicates general policies and procedures, account status regarding tuition charges, refunds, waiver, late fees and payments. Responsible for accepting, balancing and safeguarding cash receipts for the University. Processing of all Special Billing Arrangements (Military, Department of Education, etc.), posting of all miscellaneous charges to student accounts. Serves as the primary contact for students and employees at the Business Office front window.
III. Reports to:
Direct Report to: Student Accounts Receivable Manager
IV. Essential Duties and Responsibilities: The Student Accounts Advisor-Special Billing works independently to accomplish the following duties and responsibilities:
Students Accounts and Special Billing (50%)
- Provides professional and timely customer service to students, parents and staff regarding student payment, charges, waiver, holds and refunds.
- Assists students, parents and staff with Interpretation of information on student accounts and related university policies.
- Must be familiar with FERPA confidentiality regulations and Federal Title IV cash management regulations.
- Prepare and post all miscellaneous fees and charges to student accounts.
- Coordinate and prepare all special billing invoices to sponsors including; the military, Federal & State Vocational Rehab, Department of Education, etc.
- Prepare reconciliation of Accounts Receivable Special Billing accounts.
Accounts Receivable (40%)
- Timely process and post payments to the general ledger via the cashiering system.
- Balance cash receipts daily and reconcile daily Session totals to the Cash Drawer, Credit card Payments and daily deposits.
- Manage and issue Petty cash and prepare receipts to replenish petty cash daily.
- Process & review documents and post waiver codes, as it relates to Tuition discounts. Including Employee Education Benefit Forms for Employees and their dependents, SLS, etc.
Other Duties (10%)
- Assist with collections, reporting, billing statements, student refunds, and preschool billing.
- Assist team members when necessary to enable the success of the Business Office.
- Work closely with Financial Aid office to ensure financial aid is correct on student accounts.
- Participation in campus special events such as New Students enrollment day, Summer Meets and all Financial Aid Special Events.
- Cover the duties of the Chaminade Receptionist in times of absence or whenever needed.
- Other duties as assigned by the Student Accounts Receivable Manager.
V. Disclaimer
This list of responsibilities is not exhaustive. Details relating to both essential and non-essential functions of the job are not precise and are only an approximation, which can vary on a day-to-day basis and are subject to change on an as-needed basis and/or in the sole discretion of supervisory management.
VI. Education and Experience
Minimum Education and Experience: High school diploma and a minimum of three (3) years’ experience in accounts receivable or related experience.
Preferred Education and Experience: Bachelor degree; five (5) years’ experience in accounts receivable or related experience.
VII. Required Knowledge, Skills & Abilities
- Strong communication and interpersonal skills with the ability to interact and work with individuals at all levels of the university
- Proficiency in Microsoft Office Suite (Word, Excel and Outlook), email, and Google workspace
- Experience efficiently in working with computerized accounting systems
- Organized with meticulous attention to detail
- Excellent project management skills and ability to prioritize work and resources
- Ability to meet deadlines
- Ability to work independently under minimal supervision
- Team player is a must
- Proven record and experience of outstanding customer service
- High integrity and ethical standards
VIII. Physical Requirements
Duties involve light work in an office and community setting and requires a minimum of physical effort with intermittent sitting, standing, climbing stairs, and walking inclines. Must be able to lift 20 pounds, walk the campus with ease, and have excellent motor skills. Must have finger dexterity. Must be able to communicate information and ideas so that others will understand.
IX. Other Requirements:
- This is a full time, exempt Forty hours per week (M-F) will be the general rule. However, depending on the project cycles and workflow demands of the department, additional hours or workday schedule changes may be occasionally required.
- Must be willing and able to work occasional nights and weekends and have a varying schedule when required for special events including but not limited to New Students/Admitted Students Day, Summer Meets, and any other Financial Aid special events.
X. Marianist Identity/Native Hawaiian & Pacific Island Serving:
An expressed willingness to respect and support the Catholic and Marianist identity of Chaminade University of Honolulu and to perform all duties in a manner consistent with Marianist educational values and mission of the University. Understanding of and respect for the University’s designation as an institution that serves students of Native Hawaiian and Pacific Island ancestry.