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Job ID: 104567

Associate Bursar
Villanova University

  • Mar. 13, 2018
  • Associate Bursar
  • Villanova University
    Villanova, PA
    United States
  • Open until filled
  • Available immediately
  • Professional Staff
  • Fiscal Services
    Student Services
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Associate Bursar

Posting Number: 20181620S

Position Type: Staff

Recruitment Type: Internal/External Applicants

Work Schedule: FT/12 Month

Department: 433-Bursar's Office

Position Summary

Under the direction of the Bursar, the Associate Bursar position is responsible for the efficient and effective organization and operation of all functions of the billing, collection, deposit, disbursement, customer service and record maintenance of student and other related monies of the University. The Associate Bursar will work closely with the Bursar in developing, administering and implementing policies and procedures relating to all areas within the Bursar's Office. The Asspciate Bursar ensures compliance with all Federal Regulations, particularly as related to Perkins Loan servicing and refunding, along with ensuring and maintaining a strong environment of internal controls.

Specific responsibilities include all aspects of the I.R.S. 1098-T and 1042-S process and all aspects related to Student Health insurance requirements and billing. The Associate Bursar will work closely with the Bursar to develop and implement procedures related to new programs across the colleges.

The ability to exercise sound judgment and the highest levels of ethics and integrity in connection with assigned duties is essential. The Associate Bursar will maximize efficiency in delivering services and performing these functions, and should stay current with advances in relevant technology. This position must handle sensitive financial matters in a manner consistent with the University's values and mission.
Villanova is a Catholic university sponsored by the Augustinian order. Diversity and inclusion have been and will continue to be an integral component of Villanova University's mission. The University is an Equal Opportunity/Affirmative Action employer and seeks candidates who understand, respect and can contribute to the University's mission and values.

Duties and Responsibilities

Directly supervise three positions and oversee the daily operations of the areas supervised (cash tellers, student billing and receivables, collections and customer service).
  • Ensure daily functions such as online payments, refunding, customer service contacts and financial feeds are completed in a timely manner.
  • Ensure charge assessment and billing is being completed according to the established schedule.
  • Participate in the reconciliation of the Bursars Office records with those of the Controllers Office to ensure complete agreement of billing, receipts, disbursements and outstanding receivable records.
  • Together with the Controllers Office, help maintain accuracy in Universitys accounting records.
  • Prepare and constantly update the Bursars Office Procedures Manual.

Produce reports utilizing University analytical tools in order to provide analysis of information for internal and external use.
  • Create ad hoc reports of Bursar Office data. Review data with Bursar and disseminate as necessary. Schedule the reports as needed (monthly, annually, etc.) to ensure they are provided timely.

Together with the Bursar, coordinate Bursars Office responsibilities associated with other areas of the University.
  • Participate in the maintenance of accurate financial records so as to facilitate information flow between the Bursars Office and the Controllers, Enrollment Management and other offices through the University, ensure coordination of functions with related offices.
  • Meet with Academic personnel, Registrar personnel, etc. to create improvements to existing programs or to assist in the development of new processes and procedures related to new program or initiatives.
  • Committees: Administrative IT Committee, Steering, Billing Team, YEPS, Calendar

Oversee the Student Health Insurance Bursar Office process.
  • Coordinate student notices regarding health insurance requirement.
  • Charge students who do not provide proof of insurance by the annual due date.
  • Handle all in-semester issues that arise with our insurance provider.

Oversee IRS reporting processes.
  • Perform the annual rules testing for 1098-T production.
  • Work with the third party provider to ensure 1098-T forms are created and sent before the January due date.
  • Throughout the year, create transaction codes when requested, ensuring all coding meets the 1098-T requirements.
  • Complete the reporting and tax entries each term for the 1042-S non-resident alien students.
  • Complete the annual reporting for the 1042-S.

Deal directly with students and families to resolve all problems and complaints concerning student accounts (via telephone calls, e-mails and letters).
  • Professionally communicate in both written and verbal form with what often can be adversarial billing/payment issues.
  • Be able to enforce University polices regarding payment and registration and make decisions regarding policy by carefully analyzing account history.

Coordinate the servicing and reporting for entrepreneurial programs.
  • Work with the University budget office to produce budget analyses for University academic entrepreneurial programs.
  • Throughout the year, create transaction codes when needed ensuring all coding meets the entrepreneurial budgeting requirements.

Assist Bursar in coordinating activities with third party vendors, such as payment plan provider, collection agencies, billing services, Perkins loan services, etc.
  • Review third party contracts annually and determine if request for proposals are warranted.
  • On a regular basis, meet with providers to determine if best practices from both parties are being followed.

Recommend write-off of uncollectable student receivables.
  • Review monthly collection reports and work with Billing/Customer Service Manager to determine best course of action for collection accounts.
  • Work with Bursar to determine when accounts should be sent to external collections, when further internal action is warranted, and when to write-off account balances.

In conjunction with the Bursar, assume responsibility for the operation, maintenance and program enhancement of the Student System in Banner as these activities pertain to the Bursars Office.
  • Duties include but are not limited to: processing/supervising data input, resolving input errors, building system tables, purging files, testing and implementing new system releases, determining needed adjustments to the system, monitoring feeds to other automated computerized systems.
  • Work with UNIT on reports that exceed the capabilities of provided report writing tools.
  • Work with UNIT on coordinating testing for all IT upgrades or new IT initiatives.
  • Work with UNIT on any technical issues that arise.

Internal Controls
  • Responsible for developing, updating, and monitoring internal controls related to disbursements, to ensure that University funds are safeguarded and handled in a manner consistent with University policies and applicable laws and regulatory requirements.
  • Develops, updates, and monitors controls intended to prevent fraud by internal and external parties.
  • Coordinates efforts with other University departments (e.g., UNIT) as needed.

When required, assume full responsibility of the department in the absence of the Bursar.
  • Train on Bursars responsibilities in order to be able to efficiently operate the department.
  • Be able to work with the annual audit team to provide requested information in a timely manner.
  • Be able to perform monthly and year-end close processes when necessary.
  • Represent Bursars Office on various committees when necessary.

Perform other duties and assist with projects as assigned.

Minimum Qualifications

  • Bachelor degree in business or related field.
  • 4-6 years experience dealing with the collection and disbursement of funds required, preferably in a college setting.
  • Knowledge of higher education administration or comparable Accounts Receivable/Cash operation.
  • Excellent oral and written skills required.
  • Math/figure aptitude with detail given to accuracy.
  • Management/supervisory skills such as training, disciplining and delegating are necessary.
  • It is essential for the successful candidate to be able to handle difficult situations in a professional, composed and effective manner.
  • Operative experience with personal computers, Microsoft Office products is necessary.
  • Basic office software and standard office equipment.

Preferred Qualifications

  • At least three years experience in supervising a staff composed of at least two full-time employees involved in the billing, collection, disbursement, customer service, and record maintenance functions of a multi-million dollar operation, is preferred.

Physical Requirements and/or Unusual Work Hours

Special Message to Applicants

Posting Date: 03/12/2018

Closing Date (12am ET):

Open Until Filled:

Salary Posting Information: Salary commensurate with experience

Salary Band: J

Job Classification: Exempt

To apply, visit:

Villanova is a Catholic university sponsored by the Augustinian order. Diversity and inclusion have been and will continue to be an integral component of Villanova University's mission. The University is an Equal Opportunity/Affirmative Action employer and seeks candidates who understand, respect and can contribute to the University's mission and values. Villanova University is committed to providing leadership in the attainment of equal employment for all individuals. It is the policy and practice of Villanova University to recruit and select applicants on the basis of their qualifications and abilities. This effort is in compliance with all federal and state laws, including Title VI and VII of the Civil Rights Act of 1964, Title IX of the Educational Amendments of 1972, Section 504 of the Rehabilitation Act of 1975, Executive Order 11246, and the Americans with Disabilities Act.


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